Damuth Trane (Voted as one of the Best Places to Work in Virginia for 2017) is seeking a Credit and Collections Specialist for our office in Chesapeake, Virginia.


**Damuth Trane has provided comfort solutions for commercial, industrial, educational, government, and healthcare facilities since 1970. As the local Trane franchise, Damuth Trane represents a full line of HVAC equipment, service, controls and parts. Damuth Trane has been honored as one of the Best Places to Work in Virginia for seven consecutive years; 2011 through 2017. 

Normal Hours: 8:00 a.m. - 5:00 p.m., Monday-Friday

General Info
Job Type: Full-Time
EOE/AA, Drug-Free Workplace 

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 may be made to enable individuals with disabilities to perform the essential functions. 

Education and Experience

  • Required - High school diploma or equivalent
  • Required – 2-year degree in Accounting or Business Administration
  • Required – 2 years of experience (but strongly prefer at least 4 years of experience) in commercial credit, preferably in the construction industry 
  • Preferred - Knowledge of mechanics liens, bonds, and General District Court procedures
  • Required – Strong knowledge of MS Word & Excel
  • Required - Strong Organizational Skills
  • Required - Excellent oral and written communication skills

 Certificates, Licenses, and Registrations

  • Required - Valid driver’s license and good driving record

Physical Requirements

  • Preferred - Ability to lift and carry 25 pounds
  • Preferred - Mobility within the office

 Other Requirements

  • Required - Ability to pass drug screening
  • Required - Willing to travel locally as needed
  • Required - Able to prove U.S. Employment Eligibility
  • Required - Ability to communicate with others both written and orally

Primary Role

To provide exceptional customer service to internal and external customers by providing accounting support to the finance department in the areas of collections and accounts receivable administration. Serve as point of contact for all Damuth Trane customers in regards to account questions.

 

Essential Duties and Responsibilities include the following. 

*Other duties may be assigned.

 

Credit Files / Collections:

  • Maintain/update customer credit files. New files are to be completed and index into Doc-Link within 48 hours of receipt.
  • Perform credit checks as needed. Determine credit worthiness of new customers by obtaining credit reports and checking trade references to establish credit lines up to $10,000.00. Update semi-annually or as needed.
  • Complete credit reference requests when customers list Damuth as trade reference or when NACM requests updates. Appropriate correspondence completed within 24 hours of receipt.
  • Review documentation for work order credit approval. Approval limit authorized up to $20,000 then to be forwarded to the Controller or CFO for review.
  • Verify Sales Tax Exemption status and maintain copies of applicable exemption certificates. Update as necessary.
  • Maintain monthly 60-Day list of customers with appropriate collection notes. Provide accurate and detailed collection notes on all accounts.
  • Maintain monthly DBO Report. Attend sales meetings as required. Monitor control functions to ensure total customer indebtedness is appropriate.
  • Make collection calls on past due invoices and document communications in the collections module. Reconcile customer accounts as needed. Process adjustments as required. Complete within 24 hours.
  • Maintain DSO within company guidelines. Achieve through collection calls listed above and written correspondence.  Communicate with Sales Person if a customer is being sent to legal.
  • Payment application – apply all payments to customer accounts daily.

 Accounts Receivable:

  • Maintain BPA file and correspondence including Contractor and EFT Registration. Set up within 24 hours of approval.
  • Supply customers upon request with faxes of invoices, service reports, etc. Update management on new information obtained.
  • Follow up customer disputes internally to resolve within 48 hours.

 Other Finance Department Responsibilities:

  • Complete and distribute billing recap on first working day of the month. Statements to the front desk by noon. After the 15th of the month. Final recap of the month on the 1st day after month end.
  • General Ledger account reconciliations – Completed by 15th of the following month.
  • Process credit card payments.
  • Process and distribute customer statements, including internal customers
  • Apply returns/credits on customer accounts to corresponding invoices.
  • Post incoming and outgoing bank transfers (Wires, Payroll, 401k, flex funding, interest, bank fees) daily.
  • Monitor, adjust, write off finance charges and small balances on customer accounts as needed.
  • Update Trend and Narrative for monthly financial statements for assigned business unit accounts as needed.
  • Process NSF checks as needed.
  • Process customer refund checks as needed.
  • Process journal entries monthly.
  • Complete all partial/final lien waivers required for contracting payments as needed.
  • Apply cash receipts to customer accounts daily into Dynamics as needed.
  • Set up new customer accounts in Dynamics & CRM as needed.
  • Run all daily/weekly/monthly reports for AR in Dynamics as needed.
  • Minimal travel required.
  • Flexibility to work overtime/weekends, as required.
  • Other duties as assigned.

 Customer Service

  • Provide Gold Standard customer service. Be reliable, be responsive, make customers feel valued, be empathetic, and be competent.
  • Return all customer inquiries within 24 hours. Answer customer calls and e-mail quickly, thoroughly and, pleasantly. Communicate with customers in a friendly, professional, and patient manner. 
  • Perform all duties with the goal of building and maintaining long-term customer relationships.
  • Immediately address any customer’s concern. Request the involvement of other Company personnel as required.  Notify Team Leader of any major concerns and the action taken to resolve it.
  • Never say or act as though something is not your job.

 Teamwork

  • Demonstrate and promote a spirit of cooperation and teamwork throughout the Company.
  • Provide backup support for other team members.
  • Continually look for ways to improve our processes and ability to serve our customers effectively.
  • Improve your personal performance on a continual basis. Suggest training programs or other opportunities for improvement to your Team Leader as they apply.
  • Practice Shared Values
  • Treat others with uncompromising truth
  • Lavish trust on your associates
  • Mentor unselfishly
  • Be receptive to new ideas, regardless of their origin
  • Take personal risks for the organization’s sake
  • Give credit where it’s due
  • Do not touch dishonest dollars
  • Put the interest of others before your own

 Safety

  • Use safe work practices in the office and promote safe practices in the field.
  • Complete required safety training on time.
  • Proper PPE equipment must be used at all times within industrial facilities and in construction zones.
  • Notify Team Leader or Safety Director of any unsafe conditions.
  • Comply with all customer safety requirements during job site visits.

 Other Responsibilities

  • Must have neat personal appearance
  • Must be courteous and diplomatic
  • Business is to be conducted with the highest level of personal integrity
  • Maintain a positive demeanor – keep a smile on your face and “in your voice”
  • Continue education for professional and personal growth

 Supervisory Responsibilities

  • This job has no supervisory responsibilities.

 

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.

  • This position works in a typical office environment or in a vehicle
  • The noise level in the work environment is usually moderate

 

How to Apply

Go to the following website and apply online: http://www.damuth.com/careers/

Please note that applications and resumes are accepted online only. If you do not have access to the internet, you may use the online resources at our main office. Please call Human Resources at (757) 558-0200 in advance to schedule an appointment to apply.

Damuth Trane is an at-will employer; employed associates and Damuth Trane are free to end the employment relationship at any time, with or without notice or cause. 

EOE/AA, Drug-Free Workplace 

Benefits

  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • Life Insurance
  • Disability Insurance (Company Paid)
  • Paid Time Off (Sick and Vacation Time)
  • Short and Long Term Disability (Company Paid)
  • Maternity and Paternity Leave
  • Jury Duty Pay
  • Bereavement Leave
  • 401(k) and Profit Sharing Plan
  • ...and more!
Equal Opportunity Employer, including disabled and veterans.
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