GENERAL JOB DESCRIPTION: Daily responsibilities to include customer service functions; support of AR, AP and inventory control functions; various sales and expense reporting; warranty processes and general office duties. This position is required to perform at a professional level of customer service. Responsible for Central Ag Supply’s guidelines and requirements regarding a high degree of customer satisfaction through constant quality customer communications, complete proper documentation of customer service, and constantly maintaining and improving company image and reputation.
SPECIFIC RESPONSIBILITIES:
A. CUSTOMER SERVICE:
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Greet store customers and other store traffic with a smile, and assist them with their purchases or questions.
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Verify a store customer’s account status (no business, COD, new) prior to a sale. All COD customers will need to be collected from upon sale. If “no business,” inform management immediately.
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Provide new customers with a Wisconsin sales tax exemption certificate if applicable, and have them complete.
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Provide new customers a credit application and credit policy form to apply for credit.
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Process customer credit applications within two weeks of receipt. When processing is complete, provide to Accounting Manager for credit approval.
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Answer telephones, and dispatch incoming calls accordingly.
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Receive and dispatch incoming work orders to service technicians and monitor.
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Maintain and assist with the organization of store and merchandise, and verify merchandise is stocked at the appropriate level.
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Maintain a list of all equipment and product literature to provide to customers, and verify literature is stocked at the appropriate level.
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Field customer account questions. All credits and adjustments must be approved by Accounting Manager.
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Enter and maintain customer information in database software. Examples of information include: Addresses, phone numbers, salesperson codes, group codes, and comments data (account status changes, receipt of credit applications, etc.).
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Maintain customer account and correspondence files. Where applicable, minimum documents to be included are the Wisconsin sales tax exemption certificate and credit application.
B. ACCOUNTS RECEIVABLE AND ACCOUNTS PAYABLE FUNCTIONS:
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Generate route time sheets, AR Aged Trial Balance reports by route, and open prepay account sheets daily for each route salesman. Customer accounts must match on route time sheets and AR Aged Trial Balance report. Dollar amounts must match on the AR Aged Trial Balance report and the open prepay account sheets.
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Invoice customer route and delivery tickets, route discounts, and store receipts daily.
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Invoice customer service, installation, and project orders.
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Enter route sales, by route and salesman, to the Route Sales Report daily.
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Apply customer payments, complete deposit, and deliver to bank daily.
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Print, assemble, and mail customer statements at mid-month for all activity from the 1st to the 15th of the month, and at month end. Attach copies of invoices and credit notes represented for the respective period on the statements to ensure customers receive the detail to their account balances.
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Enter customer prepay sales orders.
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Enter vendor expense payables (non-inventory invoices) and credits weekly verifying validity of charges.
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Reconcile vendor statements and investigate any discrepancies weekly.
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Submit co-op advertising claims to vendors according to their criteria, and verify credits received.
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Enter and maintain vendor information in database software. Examples of information include: Remit to addresses, phone numbers, ordering information, and comments data.
C. REPORTING:
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Record employee timesheets daily.
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Enter non-billable labor hours into a sales order and invoice monthly.
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Monitor customers and forms with regard to the Route Prospecting Program.
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Route sales reports: Monthly, reconcile the route sales report spreadsheet against the database software report. Enter reconciled totals in the monthly spreadsheet.
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Efficiencies: Monthly, calculate and enter into the spreadsheet service technicians’ labor hours and dollars. Information compiled from database software historical sales reports.
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On-call sheets: Monthly, enter into the spreadsheet service technicians’ on-call days and emergency calls. Information reconciled against database software historical sales reports.
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Update annual Advertising spreadsheet with invoice and credit note information upon entering documents in database software weekly.
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Update the Vehicle maintenance spreadsheet with invoice and credit note information upon entering documents in database software weekly.
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Maintain asset recording spreadsheet and label newly acquired assets.
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Maintain New Route Customer Sales spreadsheet information and keep consistent with customer information in database software.
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Maintain and file Scheduled Service notes and readings in customer Scheduled Service spreadsheets.
D. INVENTORY PROCESSING:
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Order, receive, and invoice inventory according to company policies and procedures.
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Generate Reorder Reports for analysis and ordering of truckloads.
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Check in and put away deliveries and truckload shipments, and apply barcode labels to applicable parts.
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Generate “Special Order Report” a minimum of twice per month and verify items have been invoiced to customers.
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Process, return, and track all warranty, return, and doa items in accordance with company program and vendor criteria.
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Process in-house inventory transfers, assemblies, and adjustments.
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Assist with annual physical inventory process.
E. MARKETING AND PROMOTIONS:
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Design, get approved, and print the monthly flier.
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Design, get approved, and mail direct mailing promotional materials.
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Maintain the company profile document.
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Design and collect information for customer profiles.
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Design and maintain the company website and other social media.
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Organize and coordinate the annual company Open House.
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Assist with the organization and production of tours on customer dairies.
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Organize and maintain all digital copies of marketing and promotional materials like logos, profiles, and fliers.
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Order, address, and mail Christmas cards for select customers and vendors annually.
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Order and process calendars to distribute to route and scheduled service customers annually. Note on each calendar for each customer the expected route and/or scheduled service dates for the year.
F. GENERAL OFFICE DUTIES:
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Forward phone line to answering service at 4:30pm daily and inform them of the service technicians on-call. Remove the phone line from the answering service at 7:30am daily.
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Monitor and order all general office supplies, pre-printed forms, check stock, and statement stock.
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Serve as contact for uniform cleaning service; monitor costs, orders, and cancellations.
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File customer invoices, vendor invoices, PO’s, and reports.
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Pickup, sort, and distribute the mail daily.
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Sort and distribute update pages for various manuals.
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Assemble and distribute company price pages.
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Attend company sponsored trainings.
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Assist with the on-call scheduling.
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Assist with special projects as needed.
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Adhere to company policies and procedures.
NOTE: Responsibilities listed in this document are to illustrate general overview of the position but certainly are not limited to these responsibilities.
