Accounts Receivable Associate

Davidoff of Geneva USA, Inc. is a leading Caribbean manufacturer, US importer, distributor, retailer and marketer of premium cigars and luxury tobacco products. It is a fully owned by an esteemed Swiss family known worldwide as the Oettinger Davidoff Group. Our company is synonymous with quality, craftsmanship, and its commitment to the luxury lifestyle, representing world-renowned brands such as Davidoff, Zino, AVO and Camacho. At Davidoff USA, we embrace our motto, "Time Beautifully Filled," not only for our customers but also for our employees. With a blend of Swiss precision and Caribbean passion, we offer a dynamic and supportive workforce ecosystem that values passion, integrity, and innovation. Our global family creates legacies where your contributions help shape exceptional and memorable experiences.

Under general supervision, responsible for daily activities in accounts receivable to ensure the accurate recording and timely receipts of customer payments. Maintain close and positive working relationship with Davidoff CX department and Sales Managers to make certain customers' receivables are properly managed, while managing customer credit limits in accordance with Davidoff USA policy.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties will be assigned.

Accounts Receivable Procedures

Maintain and manage customer files.

• Maintain customer information in SAP, which includes: customer credit limit, payment terms and payment method.
• Check trade references from Industry vendors. Based upon supervisor's guidance, establish appropriate amount of credit to extend customer. Continually monitor credit levels based upon customer performance.

Gather and review customer data as requested from State auditor

• Upon receipt of request from a State auditor, compile the data and provide to Accounting Manager.
• Upon receipt of California CDTFA email Suspending / Revoking license, review Davidoff USA database to ensure customer is not a current customer. If they are a customer, block account until CDTFA clears the license.

Process customer payments.

• On a daily basis, follow established procedures for processing cash receipts including:
  • Post checks to customer accounts and create the daily bank deposit
  • Deposit checks via Bank of America Remote Deposit
  • Post cash to customer accounts based upon ACH or customer wire transmittals
  • Post credit card payment to customer invoice or orders; at end of day settlement batch created and posted.
  • Complete daily process by printing settlement batch.
• Manage and control Merchant services account pertaining to detail credit card transactions, related disputes and charge back management. Support others in the department with information required to manage transactions.
• Upon receiving customer payment, remove “payment in advance block” and release orders, if applicable.

Generate customer credit memos and/ or verify pricing for returned product.

• Create customer Credit Memo related to Sales / Marketing initiative, consistent with appropriate General ledger account and related cost center.
• For products returned by customer and in process by operations, verify pricing is consistent with original invoice. Communicate to sales coordinator for processing.

Maintain cash receipts file.

• On a daily basis, review, file and maintain all customer correspondence including cash receipts, credit card settlement batches, credit memos, etc.

Manage accounts receivable aging for each customer accounts.

• Monitor customer account details by managing payments terms and utilizing aging report, including:
  • Weekly review of the complete aging schedule to identify delinquent accounts and accounts with invoice coming due. This is the basis for creating the coming week’s call list.
  • Twice a month, furnish applicable aging report to Sales Managers.
  • Establish month end goals for A/R aging by aged timeframe.
  • On a monthly basis, send customer's Statement of Account as applicable.
• Block aged receivable accounts per the Accounts Receivable Policy.
• Monitor Sales order that are pending approval for credit limit and other financial conditions.
• Update notes on customer accounts at the end of every conversation; this is most critical to ensure accuracy and completeness of weekly Accounts Receivable Report used by Management.
• Research, resolve and explain discrepancy of billing, credits and/or payments within a customer’s account.
• On a timely basis, recommend to supervisor delinquent accounts that should be sent to collection agency. Upon approval submit to collection agency. As a follow-up, discuss on a regular basis the status of collection progress.
• On a regular basis, identify transactions to be considered for write off. Amounts that are immaterial (less than $ 10) are adjusted from account. All other amounts are submitted to Supervisor for determination. With Supervisor determining bad debt is appropriate, invoice will be processed and written off to bad debt.
• Maintain good working relationships with customers, Davidoff CX department and external Sales Managers.
• Respond to questions and/or requests for information on a timely basis.

General department responsibilities.

• On a daily basis, respond to written requests for credit references from industry vendors.
• On a monthly basis, maintain a list of all transactions with Non US related parties, consistent with monthly netting payment to ODAG, with the purpose of annual transfer pricing information.
• Contribute to overall team effort by accomplishing department objectives and making recommendations for change to ensure efficient work procedures and functions.
• Perform other assignments as deemed necessary from time to time.
• Create and/or revise SOPs as needed.

• ERP knowledge in SAP and a minimum of 1-3 years’ experience in Accounts Receivable; preferably with effective collection acumen and ability to establish credit limits.
• Proficient in analyzing and reconciling accounts with ability to effectively work with customer to resolve differences.
• Basic understanding of accounting with ability to understand the difference between Balance Sheet and Income Statement accounts, as well as working knowledge of Chart of Accounts / General Ledger accounts.
• Account Reconciliation experience in an automated system.
• High school diploma preferably an Associate degree in Accounting; minimum of 3-5 years related experience and/or training.