• Invoicing/Cash Applications Associate

    Job Locations US-MI-Grand Rapids
    Posted Date 2 weeks ago(1/8/2019 2:36 PM)
    Job ID
    # of Openings
  • Job Summary

    Reporting to the Director of Credit and Collections, this position has primary responsibility for the accurate entry, sorting and mailing of invoices, as well as the accurate application of cash, checks, and credit cards to the appropriate customer accounts for posting to Accounts Receivable and the General Ledger. The candidate is also expected to provide customer service and department support.  

    Major Responsibilities

    • On a daily basis enter, sort and mails all invoices to customers
    • Handles customer exceptions for invoices, providing proofs of deliveries and packing slips either through regular or e-mail.
    • Uses mail inserter and postage machine and is responsible for their operation and maintenance on a daily basis. Makes calls for and schedules repairs as needed.
    • Assist with daily invoicing which involves collecting routes from branches, putting them in numerical order by branch, going through those work orders and putting them in numerical order by customer.
    • Handles work order exceptions, which need to be pulled from route. Billing held while proper documentation is collected prior to billing. Could be purchase order or information on pricing from sales person
    • Communicates regularly with sales staff to verify pricing, to obtain purchase order or whatever is needed to finalize invoice.
    • Upon receipt of invoices, manually sorts them in preparation for going into inserter machine
    • Receives checks for sales from either the branch stores or from customers with trade accounts.
    • Uses Web based JP Morgan/Chase, Receivables Edge system to apply lockbox cash receipts to FACTS ERP system daily.
    • Money is entered on spreadsheets and balanced to a calculator tape and credit card terminals.
    • Accepts cash, COD’s and credit cards and checks from the branch stores.
    • Balances cash from the stores through proper entries of various credit cards, checks and cash sales into the Excel spread sheet.
    • Occasionally handles customer inquiries regarding credit card account issues, often providing copies of credit card transactions.
    • Performs back up duties to the collection group when one of their customers needs proof of delivery, particularly when there is a difficult proof of delivery issue.
    • Responds to e-mails from customers for needed proofs of delivery or other documents.
    • May be asked to assist with customer drop ship orders.
    • Interacts with dispatch at all branches in the event that documentation is missing
    • Retrieves boxes from archives and brings them to the work area
    • Other duties as assigned

    Minimum Requirements

    • High school diploma or equivalent.
    • Ability to work independently, prioritize work and perform multiple tasks
    • Must be able to work in a team environment to assist in anyway necessary to achieve all team and departmental objectives.
    • Must have excellent time management skills
    • Must be proficient on the FACTS billing functions and use of JP Morgan/Chase Web based lockbox system, Receivables Edge or similar software as well as Outlook, Word
    • Ability to prioritize work and perform multiple tasks
    • Demonstrated organizational skills and attention to detail
    • Excellent communication skills including speaking, reading and writing in the English language.
    • Must have excellent customer service skills and demonstrate a customer service mindset when dealing with internal and external customers.

    Essential functions:

    • Must be able to lift boxes up to 20 lbs.
    • Ability to review and interpret computer images and written documents
    • Analytical ability including basic math skills
    • Ability to listen to and interpret customers needs
    • Communication skills including speaking, reading and writing

    Equipment Used:

    • Computer
    • Telephone, fax machine, scanner
    • Copier
    • Calculator

    Additional Comments:


    Must be able to work a flexible schedule.  Excellent attendance, punctuality and customer service mindset are mandatory.



    Colony Hardware is proud to be an Equal Opportunity Employer and encourages applications from women, veterans and minorities.


    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed