Accounts Receivable Manager

Position Summary

The Accounts Receivable Manager I is responsible for supporting the Accounts Receivable (AR) function of the Ware Group (TWG) in accordance with consistent company policies and practices while maintaining compliance with all Federal, State and Local credit regulations. This position is accountable for sustaining the integrity of the customer record file of their assigned locations including utilizing TWG technology and applying established AR practices.

Essential Job Functions

1. Oversees and manages the integrity of the Customer Record Files including ensuring adequate credit limits are determined, terms are within the parameters generally accepted by TWG, segmentation of the customer is relevant to the type of business, authorized buyers and required licenses are current.

a. Review/process all Credit and POD applications for assigned locations – validate information provided by the customer – Division of Corporations / Various Licensing Websites -verify CAC/Mechanical license / EPA, etc.

b. Credit applications only – pulling required credit reports from TWG credit agency partners NACM/DNBI and Equifax and assigning the appropriate level within approved authorization. Requested limits exceeding approved level must be sent to Controller or VP of Finance for second level of authorization.

2. Implements credit efforts and ensures collection management of assigned accounts. Ensures proactive monitoring and ongoing management of all credit and collection related matters for assigned area.

a. Managing credit override job queues including ensuring proper credit limits are in place. Override based on job queue request, taking the appropriate follow up action including calling customers based on past due balance and/or review of credit limit.

b. Collection calls – routinely go through AR Collection queue calling on past due customers, noting account and set follow up date based on the conversation. Responsible for engaging the Account Manager for support when needed.

3. Sets up job accounts with NACM completing the required documentation accurately to ensure leverage in securing TWG payment’s position.

4. Coordinates and supports collection related legal action such as:

a. Preparing account for the state specific attorney based on the requirements of the attorney. Manage account write offs once attorney has acknowledged that they have everything needed.

b. Ensure completion of NSF and Credit Card Fraud follow up process from notification of returned check or Credit Card Fraud. This includes notification to the customer, charge back of the return and appropriate fees and legal follow up without resolution through the State Attorney’s or Solicitors Office.

5. Responds to and provides information related to general customer calls (inbound/outbound) including but not limited to billing questions, authorized buyers, copies of invoices/statements, etc.

6. Utilizes Customer Technology Portals for billing purposes.

7. Utilizes Avalara Sales Tax website including input/creation of customer records for all new non-taxable accounts for the locations assigned into the Avalara website.

8. Ensures the integrity of the GL accounts, Cash Box and A/R Payments. Where applicable, responsible for Cash Box deposits and sweeps as well as A/R payments received through the mail as well as the payment application of ACH payments once received through TWG bank.

9. Researches, reconciles and follows up on all non-descript payments received through the company Lock Box or BillTrust auto post programs as notified.

10. Manages the BillTrust processes including promoting and encouraging customers to join the BillTrust portal, manage Fax and Transmission failures.

11. Assists as assigned on Johnson Controls open invoices requiring additional information or follow up.

12. Assists when necessary for Johnstone Supply Strategic Account – set up, payment application, EDI or general questions.

13. Serves as AR resource in the field to assigned branches and accounts.

14. Assists other Accounts Receivable personnel as needed including handling account overflow as and covering in absence of peers as assigned.

15. Supports eCommerce initiatives and maintaining the Customer Record file for contacts when requested, setting up the appropriate triggers, initiating invite for all eCommerce platforms through TWG technology (i.e. Innovo).

16. As directed, may assist with various project and initiatives, including but not limited to acquisitions, maintaining AR SOP, sales tax software, credit card processor review/renewals, credit agency renewals, working with and the selection of external collection related vendors/firms.

17. Performs all other duties as assigned.

Internal Relationships

Accounts Receivable Managers regularly interface in writing and orally with other Regional AR managers, AR personnel, Account Managers, Branch/Market/Regional managers, all officers and directors of TWG, all branch and branch support personnel.

External Relationships

External contacts include a selected group of customers to resolve any collection related issues. Credit/financial institutions regarding training and contract usage and or renewals. Attorneys and law firms regarding delinquent payments, liens, contracts and training opportunities.

Final Decision Maker

Decision making is limited to the scope and breadth of individual responsibilities based on standard operating procedures within the finance department. Credit decision maximums for this position are provided at time of hire and are outlined below. Limits exceeding the assigned value must be approved by Controller/Corporate Secretary in advance.

Education, Work Experience and Specialized Skills or Knowledge

Position requires completion of four years of high school or GED requirement. No specific license or certificates are required.

Proficiency in a variety of standard office computer software (Word, Excel, Outlook) is required. General ability to learn mainframe accounting software application screens (i.e. Eclipse) and TWG utilized technologies as required by standard operating procedures.

Ability to speak and write proficiently in English.

A minimum of three (3)) years’ experience working in an Accounts Receivable or similar professional field with three (3) or more years prior work experience in credit and collections management preferred.

Typically, this level position is responsible for more standard and routine credit and collection issues. The Accounts Receivable Manager I is responsible for collections on medium balance and customer accounts. This position will approve payment plans, promissory notes and set credit limits for new and existing customers. This level position typically has a minimum of $3,000,000 and not to exceed $5,000,000 in monthly collections and typically an annual average of 500 to 750 accounts.

Physical Environment / Working Conditions

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical: While performing the duties of this job, the employee is regularly required to sit for extended periods of time. Hand and finger coordination essential throughout workday, hearing and speaking ability key to this position. The employee is required to reach with hands and arms; stoop, kneel, or crouch; and lift to 20 pounds. Special vision requirements are close vision, distance vision; peripheral vision, color vision and depth perception.

Store or Office Environment: Work performed either in a medium to large store with shelves and bins or a typical office environment. Most work is performed with telephone equipment, personal computer, fax, printer, copier, and RF scanner. Standard working conditions include conditioned air (heated/cooled) for most of the day. Brief periods in un-conditioned air may be required from time to time.

Why the Ware Group?

• Competitive Pay
• Comprehensive benefits package including Health, Dental, and Vision
• 401K with company match
• Tuition Reimbursement Program
• EAP Program
• Employee Wellness Program
• Employee Referral Program
• Warehouse Safety Reward Program

We are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. If you have a disability or special need that requires accommodation, please let us know. If applying for positions in the U.S., must be eligible to work in the U.S. without need for employer sponsored visa (work permit).