Description:
Description
Purpose of the Role:
The Accounts Receivable Invoicing Specialist position plays a critical role in ensuring timely and accurate generation of AR invoices, recording of sales transactions, and other processes including credit card reconciliations, revenue recognition, and document support for the year- end financial statement review and annual income tax return preparation. This role requires strong organizational skills and attention to detail to handle transactions, monitor incoming payments, and ensure a smooth cash flow for the company. The position involves coordinating with the Customer Development, Customer Collaboration, and Logistics, IT and Accounting teams, resolving billing discrepancies, and maintaining records of invoicing transactions. Overall, this position will play a vital role in Yamamotoyama’s financial health and operational efficiency.
Qualifications
Responsibilities:
- Invoice Generation: Create and issue invoices for customers in a timely and accurate manner, ensuring all relevant details (billing codes, terms, etc.) are included. Send EDI invoices to applicable customers in True Commerce.
- eCommerce Payment Processing: Invoice in Sage X3 for credit card and PayPal payments and reconcile to Shopify and other source documents.
- Payment Tracking: Monitor incoming payments, verify amounts, and accurately record transactions in the accounting system. Monitor outstanding balances to ensure timely payments.
- Reconciliation: Reconcile accounts receivable ledgers to ensure all invoices and payments are accounted for and posted correctly.
- Customer Relations: Maintain positive and professional relationships with internal and external customers by addressing invoices and payment inquiries and disputes in a customer-focused, efficient, and collaborative manner.
- Broker Commissions: Generate sales reports and calculate sales broker commissions by assigned due dates.
- Reporting and Analysis: Generate reports related to customer invoicing activity and research and respond to all AR invoicing inquiries in a prompt manner.
- Process Improvement: Identify areas for process improvement in the billing and invoicing cycle and provide insights and recommendations. Collaborate with internal teams to optimize invoicing workflows.
- Team Collaboration: Work closely with Customer Development, Customer Collaboration, Logistics, and IT departments to ensure accurate billing and resolve client disputes promptly.
- Audit and Tax Compliance: Research and provide supporting documentation of AR Invoicing activities as requested for the annual review tax return preparations
- Ad Hoc Projects: Support Accounts Receivable department projects to enhance processes and other department initiatives and represent the Accounts Receivable team on cross-departmental projects.
Core Skills:
- Enterprise Mindset: Innate enterprise mindset, always thinking about the bigger picture and recognizing how financial decisions impact overall objectives.
- Effective Communication: Ensuring messages are clear and frequently delivered to all relevant stakeholders.
- Time Management: Using time efficiently to complete projects ahead of schedule when possible, including monitoring deadlines and managing workload effectively.
- Influence: Ability to influence cross-functional teams in order to achieve team goals and drive organizational priorities.
Core Behaviors:
- Adaptability: Highly adaptable and ready to embrace financial and organizational changes, leading direct reports and key stakeholders through department and enterprise-wide transformations.
- Change Readiness: Enthusiasm for adopting new processes and systems, keeping up with industry trends and emerging technologies.
- Accountability: Strong sense of accountability and willingness to own work outside of your remit, as necessary. Demonstrated self-awareness, including the ability to own mistakes and learn from them.
- Relationship Building: Understanding others’ motivations and interest in building rapport with team members both inside and outside of the Accounts Receivable department.
Requirements:
- 2+ years of experience in Accounts Receivable invoicing, preferably for a CPG company
- Proficiency in an ERP software and Microsoft Office Suite, including Excel (experience with vlookup and pivot tables is a plus)
- Strong attention to detail and excellent organizational skills.
- Ability to manage time effectively and meet deadlines in a demanding environment.
- Experience in managing high volumes of invoices and customer accounts.
- Ability to work independently and prioritize tasks in a challenging environment.
- Strong communication skills, both written and verbal.
Physical Requirements
For this role, the physical requirements are generally minimal due to the office-based nature of the job. However, some physical demands may include:
- Regularly required to sit for extended periods.
- Frequently required to use a computer, including typing, and viewing a monitor.
- Regularly required to talk and/or listen in conversations with customers and team members, both in-person and over the phone.
- Occasionally may need to lift and move small office supplies, up to 25 lbs.
- Occasional travel may be required for trade shows or meetings, which could involve standing for long periods, walking long distances, and transporting light materials.
- Good manual dexterity for the use of common office equipment such as computer keyboards, monitors, copiers, and scanners.
Note: The above physical requirements are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Yamamotoyama USA / Stash Tea Company is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.