Credit and Admin Specialist I - 1st Shift at NOW Foods · Bloomingd…

Job Summary:

Responsible for administrative processes within the credit department. Prepares and sends monthly mailing of expired resales certificates to ensure compliance. Contacts appropriate agencies to update requirements for resale tax certificate to ensure state requirements. Maintains customers files and ensures resale certificates are on file as required. Compiles resale certificates for sales tax audits as requested. Compiles various sales and payment documents for annual company audit. Processes disputed credit card fraud claims for recovery. Processes and verifies applications for credit, resale tax certificates and solicits payment on overdue accounts. Responsible for assisting in the evaluation of customer creditworthiness, monitoring outstanding balances, and performing collection activities to ensure timely receipt of payments. Strong time management skills: ability to prioritize and perform multiple tasks simultaneously to meet deadlines in a fast-paced environment; demonstrate a strong sense of urgency; and flexibility to change tasks as business needs require. Processes and verifies applications for credit, resale tax certificates and solicits payment on overdue accounts. Compiles necessary information from financial institutions such as banks and credit organizations. Ability to work in customers portal to investigate discrepancies, extract payment information and backup for deductions, dispute claims as needed. Solicits payment on overdue accounts, review and release orders on credit hold. Maintains records of all delinquent accounts, incomplete files, and credit risks. Works independently and as a team while performing the following duties. This role is key to supporting the company’s cash flow and minimizing credit risk, while maintaining positive customer relationships.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

· Prepare and validate monthly mailing for expired resale certificate to ensure compliance.

· Verify, scan, and attach resale certificates in system and files.

· Contact states for updated requirements for changes to resale certificate compliance.

· Assist in pulling documents on file for sales tax audits.

· Files disputes for credit card fraud claims.

· Review and update addresses with sales invoices and ensure a resale certificate is on file.

· Review and distribute incoming e-mail/faxes to the department.

· Review and inactivate accounts not ordering in 25 months.

· Updates credit limits for chains or mass changes.

· Assist with process books, updates procedures where needed or instructed.

· Assist with auditor’s request, obtain, purchase orders, invoices, pods, payment support, credit memos and related support, update requested logs as well as other related request.

· Effective communication, problem-solving and decision-making abilities.

· Run past due aging reports regularly to identify past due transactions

· Initiate and manage collection efforts on past-due accounts, contacting customers via phone, email, portals, and written correspondence to resolve outstanding balances and secure timely payment.

· Identify trends or irregularities in payment behavior.

· Utilize customer portals to obtain information pertaining to deductions taken and enter disputes for deductions unearned or taken in error.

· Work closely with account manager and compliance team on programs, processes and agreements to resolve or minimize chargebacks or discrepancies.

· Reviews orders on hold and release per guidelines.

· Proactively works with various departments to resolves disputes internally and externally.

· Responds in a timely fashion to internal and external requests for assistance and/or information.

· Contact customers on payment discrepancies in a timely manner. Negotiates payment plans, when necessary, with manager’s approval.

· Recommends to manager accounts to be placed for collection or bad debt.

· Review, process, and verify customer credit applications to assess creditworthiness in accordance with company policies and risk guidelines.

· Collect, evaluate, and maintain resale tax certificates to ensure compliance with states

· Gather and analyze financial data from sources such as bank and trade references, credit bureaus, and financial institutions to support credit decisions and evaluate account risk.

· Contacts states and other regulatory agencies to validate resale tax certificates.

· Maintains, payment terms and methods, credit limits, contact information, resale tax certificates, FEIN and other customer data as needed.

· Maintains detailed and accurate records for all customer accounts, including documentation of credit evaluations, collection activities, payment histories, and communications.

· Compiles, sorts, and files credit documents.

· Backup cash application team on posting of payment or other cash processes when needed.

· Complies with safety and GMP requirements.

SAFETY RESPONSIBILITY STATEMENT

Supports a culture of safe production and operations; follows all safety rules and procedures. Actively participates in the safety program by: engaging in training activities to learn what constitutes a safety hazard; reporting safety concerns to the supervisor, submitting safety suggestions, and correcting or reporting to the appropriate people when an employee sees a workplace health or safety hazard, until it is resolved. Assists with communicating safety information to new employees. Fulfills responsibilities as outlined in the company safety management plan.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); and two to four years related experience and/or training; or equivalent combination of education and experience. Prior experience with Oracle is helpful.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, correspondence, and memos. Ability to write simple correspondence. Ability to respond to inquiries or complaints received from internal personnel, customers, regulatory agencies, or members of the business community. Ability to effectively present information either verbally or in writing in one-on-one or small group situations to customers, vendors, and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

REASONING ABILITY

Ability to solve practical problems. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS and ABILITIES

Must be detail-oriented, well organized, accurate and have good time management skills. Must have basic knowledge of Microsoft office suite. Accurate typing, 10-key pad, communication, and math skills required. Must have good interpersonal and customer service skills and work well within a team environment. Must show flexibility to help out where needed and to work as both an administrative assistance and a collector.

Familiar with standard concepts, practices, and procedures within a particular field. Relies on experience and judgment to plan and accomplish goals. Performs a variety of tasks. Works under general supervision. A certain degree of creativity and latitude is required.

PHYSICAL DEMANDS

The physical demands described here 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.

While performing the duties of this job, the employee is regularly required to sit at a desk location, file documents in cabinets, stand at a copier. The employee is frequently required to write, use a 10-key pad, and enter data into a computer and communicate verbally. The employee is also required to stand, bend, stoop, and/or kneel. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT

The 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.

The noise level in the work environment is usually moderate.

2026 BENEFITS AT GLANCE