Administrative Coordinator

Objectives

Assist Area Credit Manager with administrative responsibilities of credit and collection for the areas credit office.  Whenever possible, relieve manager of routine activities.  Perform delegated administrative functions utilizing accounting, organizational, and technical skills

 

Duties and Responsibilities

· Perform administrative duties for the credit office, which include answering multi-line telephone and processing office correspondence.

· Maintain and update credit files in accordance with credit offices’ policies and procedures.

· Follow policies and procedures as outlines in Credit Manual related to the following: customer profiles; prepare reference letters; order credit reports; set-up new accounts; check customer’s previous records; and follow-up applicable information to enable the credit manager to make credit decisions.

· Maintain log on new profiles and customer maintenance forms.

· Extension of credit – extends credit to customers in accordance with established policy and terms.  Has full authority within approved policies, procedures, and defined limits on credit matters within the defined area of responsibility.  Deviations are subject to approval by the Administrative Coordinator’s superior.

· Process Bad Debt Recoveries.

· Prepare credit department forms, reports, collection letters, etc…

· Process to completion whenever possible, credit department’s mail and telephone requests.

· Process credit office’s payables in a timely manner.

· Work with accounting department, Credit Manager, and Farm Center/Branch personnel in resolving routine receivable issues.

· Maintain confidentiality of all credit information.

· Maintain logs on Dun & Bradstreet, CBR’s, postage, and bad debt recoveries/charge offs.

· Maintain general resource information on small claims, UCC filings, ISF/NSF checks, and outside financing programs.

· In Credit Manager’s absence, maintain continuity of credit department’s responsibilities and functions within assigned authority.  The Administrative Coordinator will consult the Area Credit Manager if he/she is traveling in the field.  If Area Credit Manager is unavailable, contact other Area Credit Managers, Region Credit Manager, or Director, Credit.

· Perform all duties in a respectable manner and with a spirit of cooperation with customers and fellow employees.

· Maintain lines of communication with company employees, lenders, and suppliers.

· Supervise part-time credit department clerical personnel as required.

· Review computer reports for accuracy and proper distribution.

· Assist on special studies and projects as needed.

· Perform other duties as assigned.

 

Relationships

 

Internal: Maintain working relationships with operating personnel of all departments involved with the assistant’s accounts, primarily for the purpose of giving and obtaining information and working jointly on customer problems.  Position works with corporate and division accounting functions, Farm Center/Branch Managers, Account Managers, Administrative Coordinators.

 

External: Initiates contacts and maintains close harmonious relationships with customers.  Also, follows standard operating procedures when collaborating with other outside contacts (i.e. banks, lending agencies, and trade references) in obtaining and providing credit information.

 

EOE - AA