Wholesale Payment Administrator

July 21, 2021
Job Type
Street Address
500 Linden Oaks Suite 140
Rochester, NY


The Wholesale Payment Administrator is responsible for reviewing documents provided by the warehouses to determine payments for posting to customer accounts, creating an excel spreadsheet to be uploaded by the Accounts Receivable team, and accurately updating and maintaining the online document storage system used by the warehouses. This position is also responsible for researching customer accounts when issues of misapplications are discovered. The pay for this position is $16.50/hour and is temp to potential hire.


  • Create daily excel files with information provided by the warehouses to be uploaded into the accounting department system of record and reconcile any amounts that are out of balance
  • Scan documents into the online document storage system and ensure that all invoices have been correctly uploaded
  • Run the missing invoice report daily and distribute it to the warehouse managers to resolve
  • Review warehouse invoices to ensure that policies and procedures are regularly followed and escalate to the Wholesale Reconciliation Supervisor as needed
  • Locate and submit adjustments for invoices and credits that need to be removed from customer accounts weekly
  • Communicate and follow up effectively with internal departments regarding customer accounts on a timely basis
  • Establish and maintain effective and cooperative working relationships with customers, warehouses and sales to ensure customer payments are processed timely, accurately and any discrepancies are resolved, escalating any unresolved issues to the to the appropriate department supervisor as needed
  • Participate in team planning meetings
  • Meet defined department goals and activity metrics
  • Perform other duties as assigned
  • The Wholesale Payment Administrator is an individual contributor to the team and operates under the direction of the Wholesale Reconciliation Supervisor


  • High School diploma or equivalent (Associates Degree preferred)
  • Minimum of 2 years payment processing experience (Accounts Receivable or billing experience preferred), or the equivalent combination of education and experience.

Knowledge, Skills, Abilities, and Other Characteristics

  • Working knowledge of billing and accounts receivable procedures
  • Excellent verbal and written communication and interpersonal skills
  • Ability to interact effectively with all levels of staff and management
  • Strong analytical skills and attention to detail with a high degree of accuracy
  • Proficient with all Microsoft Office applications, especially Excel, with the ability to learn new and existing company specific software applications
  • Excellent organizational skills with the ability to manage multiple priorities and meet established deadlines
  • Ability to take initiative in identifying problems, collecting data, and establishing facts in order to produce practical decisions and solutions
  • Basic math skills
  • Strong customer service skills
  • Ability to work until 6:00pm, occasional evenings and occasional weekends
  • This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners and fax machines
  • Position requires prolonged periods of sitting/standing at a desk and working on a computer
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