Qureos Mentor

Gregory Poole Equipment Company

PRIMARY FUNCTION: 
Manage all aspects of customer onboarding, account maintenance, and credit extension in accordance with GPEC’s Credit Policies and Procedures and manage assigned third-party billing portal set up and registration of accounts, assist sales in the collection of payment on equipment sale invoices in accordance with established procedures. Track discrepancies and make sure all payments are entered, matched, and allocated properly on a timely basis. The overall goal is to increase customer satisfaction, in addition to adhering to established policies and procedures to increase efficiencies in billing and collections of these accounts. Work closely with service, parts, rental, collections, and accounts receivable departments to ensure timely payment on all accounts. This role will work with operations on in-process work orders to ensure we are meeting customer requirements in a timely manner for invoicing.
 
ESSENTIAL DUTIES: 
Credit
 <ul>
<li>Ensures customer credit limits are within established credit policy by reviewing credit applications, analyzing credit histories and financial statements, and establishing customer credit limits.</li>
<li>Ensures that proper customer credit documentation is obtained and maintained for potential future credit or legal actions.</li>
<li>Works directly with Assistant Credit Management on exceptions.</li>
</ul>
Customer Setup
 <ul>
<li>Responsible for creating and maintaining customer credit accounts within required systems including GPAX and BillTrust and ensuring all customer account maintenance is accurate and completed in a timely manner.</li>
<li>Responsible for obtaining tax certificates and other relevant information, documenting, and maintaining in our systems for future reference and support in the event of audit or legal actions arise.</li>
</ul>
Equipment Sale Collections
 <ul>
<li>Assist sales department in the collection of payment on Equipment sale invoices in accordance with established procedures to ensure timely payment and reducing debt loss for the company.</li>
</ul>
Registration of All Third-Party Billing Systems: 
<ul>
<li>Review documentation for set up and attend training.</li>
<li>Document, maintain, update all requirements for each system.</li>
<li>Review of Terms and Conditions with Supervisor.</li>
<li>Process fees for approval related to these systems and determine allocation by predetermined guidelines.</li>
<li>Review need for all departments interaction and discuss with all departments to ensure the requirements can be met at the time of registration.</li>
</ul>
3rd Party Customer Account Set Up Requesting and Verification:
 <ul>
<li>Review Customer account requirements.</li>
<li>Provide back up to main account set up role (for credit) mainly for 3rd party/portal accounts.</li>
<li>Verify that customer’s accounts are set up properly in AX to meet needs for all departments interfacing with the customers. This includes but not limited to terms and conditions, credit limits, proper ship to addresses and proper taxes.</li>
<li>Verify that order account invoices are mailed to the proper location for the customer through BillTrust or current system being used based on data provided by customer or operations.</li>
<li>Maintain or modify accounts as required throughout life of account.</li>
</ul>
Account Invoicing and Reconciliation: 
<ul>
<li>Input invoice information into appropriate billing portal, daily, for select EPG accounts assigned as well as any other third-party portal for other divisions as assigned.</li>
<li>If any issues at the time of entry of the invoice, address as needed with appropriate personnel or department.</li>
<li>If possible, allocate credit with invoice before entered into the portal and send to the customers.</li>
<li>Review and reconcile accounts on a weekly basis.</li>
<li>Document any updates, notes, discussions on account for reference.</li>
<li>Reconcile, allocate and provide analysis of ILFT third party (HYG Fleet) accounts and ensure timely and accurate posting at least weekly.</li>
<li>Prepare journal entries and vouchers, if necessary, to keep the accounts within terms</li>
<li>Identify all invoices that are not claimed in the SLMS system or any other portal if reporting is available and timely notify operations.</li>
</ul>
Collection Analysis: 
<ul>
<li>Identify WIP from last labor that is associated with billing portals if available through GPAX reporting.</li>
<li>Assist collectors with investigating 3rd party/ portal customers invoices that are in a past due status according to the terms on the account or legal contracts signed.</li>
<li>Communicate with operations and/or collector on any discrepancies in payment.</li>
<li>Communicate with appropriate department on disputed invoices.</li>
<li>Utilize AX business system and processes to make recommendations for actions needed to assist in collection. (i.e. Service, Parts, and Rental in addition to Credit functions)</li>
<li>Extract data, analyze, present and report trends from systems.</li>
</ul>
Customer Relations: 
<ul>
<li>Build relationships with assigned customer accounts and billing portal contacts.</li>
<li>Work closely with operational and support areas to ensure good communications between groups.</li>
<li>Openly communicate with credit personnel on new account adds and edits.</li>
<li>Coordinate with marketing department on any equipment set up or movement of equipment to proper accounts.</li>
</ul>
MINIMUM REQUIREMENTS:Education: 
Four-year college graduate preferably with Business Administration/Accounting classes with 2 years’ relevant experience, or an associate’s degree with 4 years of relevant experience in similar industry
 
Work Experience: 
(see above)
 
Physical: 
Must be able to sit and use a PC for long periods of time.
 
Other: 
Must be able to work independently and resourcefully.
 Must have excellent communication skills, verbal and written.
 Preferred intermediate/advanced computer skills, preferably advanced Excel knowledge, to analyze data
 
Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

Credit/Reconciliation Analyst

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Gregory Poole Equipment Company

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Credit/Reconciliation Analyst