AR & Order Processing Associate

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TITLE: Accounts Receivable & Order Processing Associate

REPORTS TO: Winery Controller
SUPERVISORY RESPONSIBILITIES: None

OBJECTIVE: The Accounts Receivable & Order Processing Associate is responsible for accounts receivable and billing data functions for all winery properties managed by Pacific Union Company.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Order Processing

• Offering activities
  1. Process allocation orders into sales orders
  2. Validate accuracy of order information
  3. Process credit card charges
  4. Process check and cash bank deposits
  5. Process receipt of customer wire payments
  6. Print customer receipts, cover letters and envelopes; mail to customer
  7. Contact customers with declined and invalid cards to resolve problem; re-process as appropriate
  8. Confirm orders created are correctly representative of originating blanket order
  9. Throughout entire offering, work closely with Client Services team to support exceptional offering performance and subscriber experience
• Non-Offering activities
  1. Address open CRM cases and process to completion
  2. Ad-hoc processing of sales orders
  3. Ad-hoc invoicing of special items
  4. Print and mail customer receipts for credit card, check, and wire transfer payments
  5. Contact customers with declined and invalid cards to resolve problem; re-process as appropriate
  6. Process address updates prior to fulfillment cycles
  7. Process check and cash bank deposits
  8. Process receipt of customer wire payments
  9. Daily sync of winery POS software with accounting software
  10. Interface with winery events team to process full-cycle events orders

Accounts Receivable

• Monthly closing activities
  1. Reconcile open orders subledger to balance sheet G/L accounts
  2. Scrub open orders subledger for incomplete or inaccurate order data and correct as appropriate
  3. Write-off small customer balances per internal policy
• Non-Closing activities
  1. Support cross-departmental efforts to collect on aging receivables
  2. Ad-hoc subledger reconciliation
  3. Ad-hoc business unit analysis

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

Performs all related duties as assigned

QUALIFICATION REQUIREMENTS:

• Minimum AA in Accounting or equivalent preferred
• Proficiency with Microsoft Word, Excel, and other Microsoft Office applications; Adobe Acrobat
• Excellent organizational skills
• Professional, efficient, detail and service oriented
• Able to work as a team member as well as independently
• Flexible and able to manage and adjust to changing priorities
• Strong written and verbal communication skills
• Proactive, honest, trustworthy and with a positive attitude
• Self-motivated

PHYSICAL REQUIREMENTS:

Willingness and ability to:

• Lift and handle materials weighing up to 40 pounds.
• Work overtime whenever required.
• Sit for extended periods.
• Grasp, stoop, carry and crouch.
• Perform tasks using standard computer equipment