Customer Account Coordinator (Supply Chain)

Why We Are - Who We Are: About FFF Enterprises
What We Do - https://www.fffenterprises.com/company/what-we-do.html


Position Summary

The Customer Account Coordinator supports processes throughout the Sales Op Operational areas and any other departments as necessary in order to align functions within SAP, reporting systems, and sales operational procedures. Each Coordinator will be part of a 2-person team and each team member will be responsible for a set group of accounts by state. Responsibilities may vary depending on the group of accounts assigned. List below are the primary responsibilities.


Essential Functions and Duties

Accounts

• Account creation, requests are submitted on credit applications, spreadsheets, and by email
• Changes to existing accounts received by email or updated credit applications
• Ensure that all credit applications are submitted with the necessary information and contact customers as needed to obtain additional information
• Notify the Customer, Financial Services, and the Sales Representative of new/updated account information
• Communicate to the appropriate parties when changes are made on accounts that will affect the following processes: order entry, accounts receivable, commission, pricing, or reporting
• Enter and maintain E Invoicing, Shipment Notification, and Order Confirmation email set up
• ABW creation and maintenance
• Enter and maintain all pertinent fields within the customer database
• Initial account set up and maintenance of EDI, VIPc, MBRx, and other special programs


GPO (Group Purchasing Organization)

• Identify and verify customers GPO using a Microsoft Access Database
• Communicate any changes or additions of a customer’s GPO to the Customer Account Data Specialists


Licensing

• Enter and maintain customer specific licensing and other identifying codes in SAP
• Validate licensing using third party website, if not available licenses must be verified directly on the state website. If validation on the website is not possible, then a call can be placed directly to the agency to verify the license.
• Track and audit license expiration dates on a monthly basis
• Evaluate licensing when there is an address or license change
• Be available through the phone rotation in order to search and validate licensing, while a customer is in the process of placing an order with Customer Service
• Communicate verbally, electronically or by phone for any license exceptions or challenges to those involved in the account – Customer Service, Pricing/Chargebacks, Sales, and Customers


Adjustments

• Verify the validity of each request received
• Manage the complete process for the following type of adjustment transactions
◦ Field Transfers
▪ Request received from the Sales rep, facilitate the physical transfer of product, provide the necessary documents to the customer and ensure the customer sends back the completed forms, process the transactions into SAP

◦ Returns
▪ Communicating the return process to the customer, send the necessary paperwork, and process the transaction in SAP
▪ Assist with many types of returns; standard, Flu, Flu Excise Tax, and recalls

◦ Credit/Rebills
▪ Requests received for chargeback, discounts, and payer issues
▪ Enter the credit and rebills into SAP

◦ General Credits
▪ Issue credits in SAP for; damaged/disposed offsite, manufacturer product complaint, customer satisfaction, and freight


General Responsibilities:

• Scan documents into SharePoint on a weekly basis
• Clearly communicate challenges and issues verbally, electronically, or by phone.
• Continually develop and maintain company's image and corporate philosophy.
• Continuously strive to improve processes, service quality to internal and external customers, and employee relations.
• Display dedication to the position responsibilities and achieve assigned goals and objectives.
• Support team members with questions or assist with processes.
• Adheres specifically to all company policies and procedures, Federal and State regulations and laws.
• Display dedication to position responsibilities and achieve assigned goals and objectives.
• Always Represent the Company in a professional manner and appearance.
• Understand and internalize the Company’s purpose; Display loyalty to the Company and its organizational values.
• Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
• Work effectively with co-workers, internal and