Credit Administrator

As a Credit Administrator with Power Motive Corporation, you will be responsible for managing the accurate and timely submission of customer invoices through various customer accounts payable portals and for monitoring those invoices through payment. This position serves as a key liaison between Power Motive Corporation and customers utilizing electronic invoicing and accounts payable portals. The administrator will track invoice activity, identify and resolve portal-related issues and disputes, monitor outstanding balances, and communicate directly with customers and internal PMC personnel to facilitate timely payment. The successful candidate will be highly motivated, organized, analytical, detail-oriented, and an excellent communicator. This position requires the ability to independently manage multiple customer portals and priorities while maintaining accurate records and proactively identifying issues that could delay payment.

Customer Portal Management

• Enter and submit invoices accurately and timely through customer accounts payable and procurement portals.
• Monitor submitted invoices to confirm acceptance, processing status, approval, and payment.
• Identify rejected invoices, missing documentation, incorrect purchase orders, portal errors, and other exceptions that may delay payment.
• Maintain familiarity with the requirements, procedures, and documentation standards for each assigned customer portal.
• Maintain customer portal credentials and account information in accordance with PMC security procedures.
•  Ensure supporting documentation is properly submitted and retained.

Invoice Tracking & Excel Reporting

• Maintain detailed Excel tracking spreadsheets for invoices submitted through customer portals.
• Track information including invoice numbers, invoice dates, amounts, purchase orders, submission dates, portal status, dispute status, outstanding balances, and payment status.
• Reconcile portal information against PMC accounts receivable records.
• Identify aging invoices, trends, discrepancies, and items requiring follow-up.
• Prepare reports and summaries for Credit & Finance management regarding portal activity, outstanding balances, disputes, and collection status.

Dispute & Issue Resolution

• Research and resolve invoice disputes, rejections, short payments, missing purchase orders, and other portal related issues.
• Coordinate with PMC Credit, Parts, Service, Rental, Sales, and other departments to obtain information or documentation necessary to resolve outstanding issues.
• Follow disputed and rejected invoices through final resolution.
• Document actions taken, customer communications, and resolution status.
• Escalate unresolved or aging issues to management when appropriate.

Customer Communication & Meetings 

• Communicate professionally with customer accounts payable, procurement, and other appropriate personnel regarding invoices, disputes, portal requirements, and outstanding balances. 

• Schedule, organize, and participate in Microsoft Teams meetings with customers to discuss portal-related issues, invoice status, disputes, outstanding balances, and required corrective actions. 

• Prepare for customer meetings by researching outstanding items and developing clear status updates. 

• Document meeting outcomes, action items, responsibilities, and follow-up requirements. 

• Maintain professional and productive relationships with customer contacts. 

Accounts Receivable Support 

• Monitor outstanding portal-managed accounts and assist with collection and resolution efforts. 

• Proactively identify invoices at risk of becoming past due. 

• Work with the Credit Department to ensure customer balances are accurately tracked and addressed. 

• Assist with account reconciliations and research discrepancies between customer portals and PMC's accounts receivable system. 

• Support departmental efforts to improve payment timing and reduce outstanding receivables. 

Benefits:

• Medical Insurance
• HSA Plans with Employer Contribution up to $1750.00 annually
• Vision
• Dental
• 401K with Company Match
• 100K Employer paid AD&D
• Supplemental Life
• Pet Insurance Options
• 8 Paid Holidays a Year
• PTO accruing on start date
• Sick Time
• Bereavement Leave
• Short Term and Long Term Disability
• EAP Program
•  Advancement Opportunities
• Annual Safety Boot Allowance
• Prescription Safety Glasses Allowance 

Work Environment

• Monday–Friday, 8:00AM- 5:00 PM (shift is as needed, with overtime applicable) On Site

• Office Setting Environment.

• The noise level in the work environment is low to moderate

Physical Requirements:

• Normal physical agility
• Requires the use of both hands

PREFERRED QUALIFICATIONS 

• Previous experience in accounts receivable, credit, collections, accounts payable, billing, or customer account administration. 

• Experience working with customer invoicing or procurement portals. 

• Experience with Microsoft Excel, including sorting, filtering, formulas, data reconciliation, and maintaining tracking reports. 

• Experience with Microsoft Teams and other Microsoft Office applications. 

• Experience researching invoice discrepancies and resolving customer disputes. 

• Experience working in an environment requiring coordination between accounting, operations, sales, and customers. 

Job Characteristics:

The successful candidate should demonstrate: 

• Excellent verbal and written communication skills 

• Strong analytical and problem-solving abilities 

• Solid Microsoft Excel skills 

• Exceptional attention to detail and accuracy 

• Strong organizational and time-management skills 

• Ability to manage multiple priorities and deadlines 

• Ability to research and independently resolve problems 

• Confidence communicating directly with customers 

• Professionalism when conducting customer meetings 

• Ability to work effectively across multiple PMC departments 

• Strong follow-through and personal accountability 

• Ability to identify issues and take proactive steps toward resolution 

• Comfort learning and navigating multiple customer software platforms and portals 

• Ability to work independently while functioning effectively as part of the Credit & Finance team 

• Highly motivated, self-directed, and results-oriented work ethic