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Claims & Bookkeeping Specialist

About Brothers International Food, LLC:

Brothers, based on Rochester N.Y., is a highly successful food company with two distinct and complementary divisions: (i) the ingredients division, a value-added importer and distributor of unique and exotic fruit ingredients sold to large food and beverage companies and (ii) the Brothers All-Natural division, the market leader in branded, private-label, and co-branded freeze-dried fruit snacks sold through supermarket, mass, drug, and e-commerce retailers.

Position Summary:

This position is primarily to determine and retrieve all necessary documentation in order to effectively file and resolve short-pays and/or claims in a timely manner. This also includes maintaining accounting records according to generally accepted accounting principles, such as the recording of journal entries, accounts receivable, accounts payable, cash management and collections.

Essential Functions:

The essential functions include, but are not limited to the following:

  • Obtaining backups for all short-pay deductions made by customers to determine if the short-pay is valid. If short-pay is not valid filing the necessary paperwork with the customer in order to dispute short-pay.
  • Working with Sales to determine pricing issues
  • Working with Logistics to determine OSD shipments and file the correct paperwork for the claim with the carrier.
  • Enter returns in ERP system and issue credit memo as applicable. Work with Logistics to determine correct product disposition.
  • Monitor aging Sales Orders and Shipments in ERP system. Work with Logistics to resolve issues and ensure timely invoicing to customer.
  • Work with Logistics to perform inventory reconciliation for multiple distribution centers
  • Assist with obtaining Vendor Guides and website portal information
  • Demonstrate a high level of persistence and follow up to ensure issues are resolved and invoices are reconciled
  • Prepare a detailed weekly collections report of all outstanding short-pays and past dues
  • Timely and accurate generation and submission of sales invoices for Brothers-All-Natural
  • Receive Brothers-All-Natural incoming payments including ACH, wires & checks
  • Record Brothers-All-Natural outgoing ACH & wire payments
  • Timely and accurate entry of Brothers-All-Natural product bills
  • Assist in entering Brothers-All-Natural expense bills
  • Generate various internal reports as assigned
  • General office duties, which includes but not limited to filing, sorting mail, etc.

Minimum Qualifications (Knowledge, Skills and Abilities):

  • Bachelor’s degree preferred or 2 years related experience; or equivalent combination of education and experience
  • Experience with bookkeeping software is required
  • Strong knowledge of bookkeeping practices and procedures
  • Accuracy and attention to detail is absolutely required, as well as a track record of reliability, confidentiality, and conscientious work habits
  • Proficient in MS Office, specifically Excel, Word and PowerPoint
  • Ability to work independently with little supervision
  • Ability to organize and prioritize effectively
  • Ability to interpret data and make cost effective decisions
  • Ability to adapt and work efficiently in a rapidly changing dynamic environment with deadline pressures

Physical Demands and Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.