Customer Service, AR/AP Support Specialist
Lumitex
full-time
Posted on:
Location Type: Office
Location: Brecksville • Ohio • United States
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Tech Stack
About the role
- Act as the primary order entry/customer service point of contact for Phototherapy customers, providing professional communication, service excellence, and support throughout the sales cycle.
- Manage the full order process from entry to confirmation, including sales and shop order creation, order changes, RMA requests, and customer follow-up, ensuring accuracy and compliance with company procedures.
- Review and coordinate incoming quote requests, working closely with the sales team to ensure timely and accurate responses.
- Maintain and update customer accounts, sales data, and documentation within CRM and ERP systems.
- Partner with operations, quality/regulatory and engineering teams to track order status, delivery schedules, and other customer requirements.
- Prepare and distribute various order and sales reports, production schedules, performance metrics, and analytical tools to support business operations.
- Proactively engage with customers regarding large or high-value invoices, ensuring timely payment and prompt follow-up on overdue payments.
- Contribute to cash flow forecasting by providing regular updates on the timing and status of expected customer payments.
- Coordinate with finance on payment applications, handling of credit notes, refunds, or adjustments as required.
- Verify and monitor customer credit limits.
- Process and apply customer payments through cash application, ensuring timely and accurate posting.
- Conduct collections on past-due invoices, communicating with customers to resolve discrepancies and reduce outstanding balances.
- Perform invoice data entry for Accounts Payable (AP), verifying accuracy and proper coding before processing.
- Execute 3-way matching of AP invoices, purchase orders, and receiving documents to ensure accuracy and compliance prior to payment.
- Reconcile Concur and American Express expense reports, ensuring accurate processing, receipt verification, and adherence to company expense policies.
- Ensure compliance with company policies, contractual obligations, and industry regulations in all sales-related documentation.
- Contribute to continuous process improvement initiatives to enhance sales operations efficiency and customer satisfaction.
Requirements
- Bachelor’s degree in business administration, Sales, Marketing, or a related discipline preferred; equivalent professional experience will be considered.
- Minimum of 2–3 years of experience in a sales administration or related role, preferably within manufacturing, engineering, or the medical device industry.
- Proficient in Microsoft Office Suite with the ability to quickly learn and navigate Lumitex ERP (Macola), customer portals (GEHC SSO), and HubSpot (CRM).
- Exceptional organizational skills, accuracy, and attention to detail.
- Strong written and verbal communication skills with the ability to interact professionally with both internal and external stakeholders.
- Proven ability to manage multiple priorities and deadlines in a fast-paced environment.
- A customer-focused and solutions-oriented approach.
Benefits
- Opportunity to work on innovative medical technologies that improve patient outcomes.
- Collaborative and growth-oriented work environment.
- Competitive salary, benefits, and professional development opportunities.
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
order entrysales order creationRMA requestsinvoice data entry3-way matchingcash applicationcollectionscredit limit verificationprocess improvement
Soft Skills
communicationorganizational skillsattention to detailcustomer-focusedsolutions-orientedability to manage multiple prioritiesability to meet deadlines