Position Open - Posted Tuesday, October 9th 2018

Accounts Receivable Coordinator -South Barrington, IL

South Barrington Illinois Mid-Level Full Time Finance/Accounting

Quick Facts

  • Employment Type: Full Time
  • Salary Range:
  • Home or Centralized Office: Centralized
  • Reports to: AR Manager

About The Position

The Accounts Receivable Coordinator is responsible for assisting with the development of contracts and addendums for new and existing clients and collecting accurate commission from assigned Principal Manufacturers and their respective Brands via analyzing sales/commission information provided by the Principal Manufacturer and reports generated by department systems. This Accounts Receivable Coordinator is primarily responsible for capturing and analyzing commission statements, PO’s and any additional sales data to ensure Presence and Dynamic companies are being paid correctly and in a timely manner by their assigned manufacturers.  In the event discrepancies are uncovered, the Accounts Receivable Coordinator is responsible for itemizing the commissions/retainers due, communication the outstanding balances to the manufacturer, and following up as necessary to collect the balance due. 


For each brand assigned, each Accounts Receivable Coordinator is to:
  • Acquire monthly commission statements or other supporting documentation as needed to fully analyze commissions/retainers due
    • Review statement to ensure it is complete
    • Reconcile statement to make sure math is correct
    • Contact manufacturer directly for any missing information (follow up for both commission and retainer brands)
  • Use defined AR process and tools to capture sales and commission data from each manufacturer’s commissions statement entering data as required in the AR Sales and Commission Tracking Application -
    • Capture commissions due to each Presence house
    • Capture time period being paid
    • Capture division check is paying for (Grocery, NBC, and Conventional as applicable)
    • Capture sales and commissions paid by distributor
  • Analyze commissions paid vs commissions due
    • Analyze statements and AR Commission Tracking reports to identify commissions paid vs commissions due
    • Use additional tools to ensure payment is correct/reasonable (velocity reports, purchase orders, sales detail, past trend, etc.)
    • Reconcile Spiff and Demo payments received and submit to AP for payment 
  • Contracts
    • Participate in on-boarding conversations and add input for the development of contracts and addendums based on specified terms
    • Clarify additional detail with the manufacturer regarding key HQ and conventional accounts
    • Execute and expedite collections with brand terminations
  • Collections
  • Communicate results of analysis or amount due to the QuickBooks Analyst to create appropriate invoices referencing manufacturer, division, amount due and time period 
  • Contact manufacturer directly for any outstanding commissions.  Keep details in contact log and escalate as necessary for payment.  
  • Follow up until outstanding balance is received
  • Escalate collection issues to AR Manager, CFO, COO or collection firm as needed
  • Continue to review prior periods as needed to make sure Presence Marketing’s/Dynamic Presence is being paid correctly
  • Perform other duties or Special Projects as assigned by the AR Manager, Chief Operations Officer or the Chief Financial Officer

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice due to our business, industry, and/or market changes.

To succeed in this position, an individual must be able to perform each essential duty satisfactorily.  The requirements are representative of the knowledge, skill and/or ability required. 

  • A minimum of 5 years accounts receivable and collections experience
  • Expertise working with Microsoft Office products
  • A high level of motivation with a strong work ethic 
  • Discretion when working with confidential information
  • Flexibility to successfully multi-task in a fast-paced environment
  • Effective interpersonal skills and a positive outlook
  • A “can do/do whatever it takes to get the job done” attitude
  • Ability to work independently while being a strong team player
  • Outstanding organizational and follow-up skills
  • Excellent written, verbal and listening skills
  • Flexibility to accept a variety of fluctuating tasks
  • Ability to manage time and deadlines
  • Familiarity with databases and SharePoint helpful
  • Excellent decision-making ability
  • Ability to lift 10lbs
  • Office position which will require working at a desk in an office/cubicle environment.
Presence Marketing/Dynamic Presence is an independently owned natural food broker that was born 25 years ago from a desire to work in a dynamic and environmentally conscious industry. Because of our awareness of the necessity to take better care of the planet and ourselves, it is our mission to join and support, through open and communicative partnership, those companies who share this goal.
Presence Marketing/Dynamic Presence is poised to compete in today’s rapidly growing market. Over the years we have successfully built sales and partnerships within the natural and conventional grocery channels. Our many years of experience in the industry, coupled with our high energy, strong standards and vision, allows us to help you build and maintain a strong market position through a myriad of retail, wholesale and manufacturer services.

We are highly selective about the products we represent, dedicated to the principles of the natural products industry and committed to sustainable business.
Company default

Presence Marketing/Dynamic Presence

HQ: Barrington, Illinois