The publisher of Down East magazine in Rockport is seeking a full-time Billing/Collections & Payables Coordinator with a working knowledge of accounts receivable and payable functions, collections, accounting systems, and business operations. This position requires a high level of customer interaction, organization, attention to detail and problem solving.
Status: Full-time Department: Accounting/Finance Reports to: Controller Location: Rockport, ME
Under the general supervision of the Controller, the Billing/Collections & Payables Coordinator manages the advertising insertion database, provides exceptional customer service to internal and external customers, performs collection activities for advertising receivables and is responsible for all accounts payable duties. Assist with the company’s strong push towards reducing manual and paper processes.
ESSENTIAL JOB FUNCTIONS:
Billing and collection functions
Review, credit approve and accept advertising insertions orders, make changes and deletions as needed
Perform all advertising invoicing activities; creation, delivery and collections
Collaborate with the sales team to ensure timely receipt of signed insertion order contracts and required prepayments; maintain applicable files and system records
Maintain advertising system, including input of issue dates; closing issues and financial periods; work with sales team to manage existing clients and new client on-boarding
Respond to advertising related inquiries and requests; provide assistance and training on the advertising system
Use and create reports to provide data and enhance usage of the advertising system
Perform AR collection duties in accordance with current policies and procedures; negotiate payment arrangements when needed; keep sales team informed of receivables aging status
Turn uncollectible accounts over to 3rd party collection agency; track and record collection activities
Invoice magazine subscription circulation orders for the Shops program
Accounts payable functions
Process timely and accurately vendor invoices, utilities, rent and real estate taxes; research invoice discrepancies and outstanding balances
Code and input vendor invoices into accounts payable system; communicate due dates and payment schedules
Process invoice payments weekly; record voided checks and invoices
Maintain vendor data, ensure 1099 information is on-hand and current
Provide invoice documentation for and assist with the maintenance of the Employee Fuel Assistance program
Other Duties & Responsibilities:
Open, sort and distribute Accounting Office mail; tally advertising payments
Maintain personal postage ledger; collect outstanding payments as needed
Assist with subledger and general ledger reconciliations
Maintain written policies and procedures and filing systems related to job functions
Take an active role in meetings to communicate ideas for improvement
Perform other duties as assigned
Previous experience as a billing or collections coordinator preferred
Associates degree or equivalent work experience
Detailed-oriented, organizational and math skill a must
Excellent communication skills – answer customer questions, resolve complaints, request payment of debts in a firm yet considerate manner
Ability to work independently, prioritize tasks, and meet deadlines with a high degree of accuracy; confident decision maker
Good working knowledge of Microsoft Office and Google sheets
Experience with Microsoft Dynamics Great Plains preferred
This position carries no supervisory responsibility
Working Conditions / Physical Demands
Office temperature may be overly warm in the summer
Requires travel from time to time
Normal office environment, not subject to extremes in temperature, noise, odors, etc.
Regular use of computer keyboard, requiring eye-hand coordination and finger dexterity
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.
*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.
Down East Enterprise, Inc. is a multimedia company based in Rockport, Maine. The company’s flagship publication, Down East: The Magazine of Maine is the largest paid circulation magazine dedicated to the Pine Tree State, an identity magazine for Mainers and for anyone whose heart and soul are fed by our state and state of mind. Since 1954, our mission has been simple: to hold a mirror up to Maine, showcasing its landscapes and traditions, its droll and flinty character, and its unhurried way of life, as well as to confront its complexities intelligently and with heart. Our readers and online communities come to us to learn about out-of-the-way lobster shacks, Maine-made gift ideas, and new places to paddle, hike, and explore, but also for insight into the personalities and issues shaping our state. Simply put — as generations of readers can attest — people who love Maine love Down East.