Credit and Admin Specialist I - 1st Shift

NOW Health Group INC•Bloomingdale, IL

2d•$44,500 - $56,650

About The Position

The Credit and Admin Specialist I performs administrative and credit-related processes that support company cash flow, reduce credit risk, and maintain positive customer relationships. The role processes customer credit applications, evaluates creditworthiness, monitors outstanding balances, and carries out collection activities. It also manages customer records and resale tax certificates, including verifying certificates, tracking expirations, and contacting states or regulatory agencies about compliance requirements. The specialist supports sales tax and company audits by compiling requested records and documentation, processes credit card fraud disputes, investigates payment discrepancies and customer deductions through customer portals, and reviews and releases orders on credit hold according to guidelines. The role maintains accurate customer account information and records, responds to internal and external requests, and may provide backup support to the cash application team. The position works independently and collaboratively under general supervision, with flexibility to assist across administrative and collection tasks. The job requires a high school diploma or GED and two to four years of related experience and/or training, or an equivalent combination. Prior Oracle experience is helpful. The work involves regular desk and computer use, document filing, copier use, and a usually moderate noise level.

Requirements

High school diploma or GED and two to four years of related experience and/or training, or an equivalent combination of education and experience.
Ability to read and comprehend simple instructions, correspondence, and memos; write simple correspondence; respond to inquiries or complaints; and present information verbally or in writing.
Ability to perform arithmetic using whole numbers, fractions, and decimals, and compute rates, ratios, and percentages.
Ability to solve practical problems and interpret written, oral, diagram, or schedule instructions.
Detail-oriented, organized, accurate, and able to manage time effectively.
Basic knowledge of the Microsoft Office suite.
Accurate typing, 10-key, communication, and math skills.
Good interpersonal and customer service skills and the ability to work well within a team.
Flexibility to help where needed and work in both administrative and collection capacities.
Ability to perform essential duties satisfactorily, with reasonable accommodations available for individuals with disabilities.
Ability to sit at a desk, file documents, stand at a copier, write, use a 10-key pad, enter computer data, communicate verbally, and stand, bend, stoop, and/or kneel; close vision is required.

Nice To Haves

Prior experience with Oracle.

Responsibilities

Prepare and validate monthly mailings for expired resale certificates.
Verify, scan, attach, collect, and maintain resale tax certificates in systems and files, and contact states or regulatory agencies to validate certificates and confirm compliance requirements.
Assist with gathering documents for sales tax audits and compiling records for annual company audits.
File disputes related to credit card fraud claims.
Review invoice addresses and confirm resale certificates are on file.
Review and distribute incoming department email and faxes.
Review and inactivate accounts that have not ordered in 25 months.
Update credit limits for chains or mass account changes.
Assist with process documentation and update procedures when needed or instructed.
Respond to auditor requests by obtaining supporting documents such as purchase orders, invoices, proof of delivery, payment support, and credit memos, and update requested logs.
Run past-due aging reports and identify overdue transactions, payment trends, and irregularities.
Initiate and manage collection efforts through phone, email, customer portals, and written correspondence.
Use customer portals to investigate payment discrepancies, obtain deduction information and supporting documentation, and dispute unearned or erroneous deductions.
Work with account managers and the compliance team to resolve or minimize chargebacks and discrepancies.
Review orders on credit hold and release them according to guidelines.
Work with internal departments and external parties to resolve disputes and respond promptly to requests.
Contact customers about payment discrepancies and negotiate payment plans with manager approval when necessary.
Recommend accounts for collection or bad-debt treatment to the manager.
Review, process, and verify customer credit applications and assess creditworthiness under company policies and risk guidelines.
Gather and analyze financial information from banks, trade references, credit bureaus, and other financial institutions to support credit decisions and risk evaluation.
Maintain customer payment terms and methods, credit limits, contact information, resale certificates, FEIN, and other account data.
Maintain detailed records of credit evaluations, collection activities, payment histories, and customer communications.
Compile, sort, and file credit documents.
Provide backup to the cash application team for payment posting or other cash processes when needed.
Follow safety and GMP requirements and participate in the safety program.