Credit & Collections Administrator

Pfeiffer Vacuum+Fab Solutions; Virginia; On-site; USD 52,000 - 70,000; Full time

Job summary

Pfeiffer Vacuum is seeking an Accounts Receivable professional in the United States (Virginia) who will administer credit policies, handle invoicing, postings, and collections, and work with teams to resolve disputes. The role requires strong data entry and accounting software skills, plus reliable communication.

Responsibilities include maintaining AR records, generating month-end reports (DSO, aging), and ensuring accurate postings and reconciliations.

Qualifications

• High School Diploma required; some college preferred or at least 3–5 years of related Accounts Receivable experience.
• Associates degree in Accounting preferred for Team Lead role and 4–6 years progressive experience.
• Excellent English communication and data entry skills are essential.

Responsibilities

• Establishes new accounts per credit policies and administers existing accounts, including tax certificates and online validation.
• Examine credit worthiness of customers and recommend limits, using various credit information sources.
• Post customer payments, process invoicing, and resolve invoicing/credit disputes.
• Prepare Month End AR reports and support intercompany reconciliations.
• Travel as needed and adhere to company code of conduct and safety procedures.

Skills

Accounts receivable

Invoicing

Collections

Cash posting

Problem solving

Education

High School Diploma

Associates degree in Accounting

Tools

ERP system

Microsoft Office

Data entry

Spreadsheet software

Job description

Since 1890, Pfeiffer Vacuum has been shaping the vacuum industry with groundbreaking innovations. Every day, over 4,000 employees at 10 production sites and more than twenty sales and service companies worldwide give everything for our customers. With our comprehensive portfolio, we offer solutions for all types of vacuum applications. We are not only driven by highest quality standards, but it is also our vision to be the most sustainable and fastest growing market player in our industry to drive technology for a sustainable future.

Summary

Under general direction is responsible for administering credit policies, invoicing, cash posting, collecting receivables, and resolving credit disputes internally and with external customers. Interaction normally takes place with coworkers and other peer groups at various levels of management to resolve credit problems. Assignments are broad in nature and require moderate judgment in problem resolution.

Essential Duties And Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Exercise of judgment, discretion, and tact in all business matters and business relationships is required. Strong interpersonal skills and the ability to maintain clear and cooperative working relationships with co-workers and demonstrate regular attendance and punctuality are essential. The organization’s leadership promotes collaborative problem solving in both formal and informal work teams. Participation in and contribution to teamwork within the organization is required. Additional requirements include experience in an administrative position with solid familiarity with databases, spreadsheets, and collection procedures. Necessary interpersonal skills include being a self-starter, motivated, creative, flexible, self-confident, deadline oriented and able to multi-task. Employees must follow all quality and safety procedures of the company, including those at customer sites if applicable, and must abide by the corporate Code of Conduct in all situations.

Supervisory Responsibilities

None.

Duties – Level 1

• Establishes new accounts per credit policies and administers existing accounts. This includes obtaining tax certificates and using on-line tools for validating customer information.
• Uses various sources of credit information to examine potential new accounts and changes to existing accounts. Makes recommendations to management of customers’ credit worthiness and suggested limits.
• Administers agreed upon settlements, partial payments, extensions, and write-offs.
• Maintains records for credit department on incoming cash and prepares related journal entries from information provided.
• Researches and resolves invoicing, payment, and/or credit disputes.
• Posts customer payments by recording direct deposit, checks, and credit card transactions.
• Performs daily customer invoicing per Customer Master parameters.
• Administers a program of calling customers to collect monies owed. May make adjustments to customer claims where necessary and refers issues to the Manager or to a collection agency for resolution.
• Maintain files and documentation thoroughly and accurately, in accordance with company policy and generally accepted accounting practices.
• Prepares and distributes Month End reports (AR Aging, DSO, Collections Status, GL Reconciliation, Customer Deposits, etc.) as well as Intercompany Reconciliations.
• Assists Accounting Manager and Corporate Controller as necessary.
• Engages in critical and confidential aspects of accounting.
• Sort and distribute incoming mail.

Duties – Level 2

• May work on non-routine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision.
• May adapt procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization.
• Trains staff in AR procedures.

Duties – Team Lead

• Demonstrates more initiative with inter-department communication around problem resolution.
• Is able to handle escalated questions or issues from the Finance team or other corporate staff, as required. Answers decision requiring day-to-day questions from AR staff.
• Performs other duties as assigned.

Physical Demands

Tasks require walking, sitting, bending, reaching, mobility, and frequent lifting. Work requires advanced computer skills (word processing, power-point, spreadsheet, and data-entry), attention to detail and accuracy. Communication skills including listening and speaking are required for interaction with other employees, vendors, and customers. Strong interpersonal skills, the ability to balance multiple tasks and any stress associated with the duties and responsibilities of this position are essential requirements in the performance of this job. The person in this job must be able to travel by air and drive to other company locations. Accordingly, a valid driver’s license and driving record that is satisfactory to the Company must be demonstrated at hire and periodically thereafter.

Position Requirements

Company Values

Pfeiffer Vacuum believes that we are all suppliers and customers of someone in our organization. Our employees must be able to demonstrate this customer‑centric belief – which means that you are value‑adding, reliable, performance‑driven, innovative, service‑mindful and agile – in all of their business activities. We expect that our company values of open mindedness, trust, communication, thinking strategically/being creative, being courageous, accountable and humble, ethical sensitivity/compliance, resilience/facing diversity and fostering a culture of empowerment, engagement and collaboration will drive the actions of our employees.

General Qualifications

Requirements include knowledge of Microsoft Office as well as general business background working with computers and office equipment (copiers, etc.) and accurately performing data entry.

Strong organizational and creative problem‑solving skills as well as professional communication skills are required. Ability to work under strict reporting deadlines in a team-oriented group environment is necessary. High degree of self-motivation and detail orientation is required.

Education and/or Experience

High School Diploma required; some college preferred or at least 3‑5 years of related Accounts Receivable experience. Preferred requirements for the Team Lead include an Associate’s degree in an Accounting specialty and 4‑6 years of progressive experience in Accounting roles. Demonstrated competence in the use of database and spreadsheets is required. Experience with Microsoft Office is required, as well as excellent verbal and written communication skills.

Language Skills

Excellent verbal and written communication skills in English is essential. Reports, email correspondence, and accurate note making are all typical requirements of this position and must be effectively and professionally communicated and recorded. This position also serves as a key liaison between the customer and the Company and must articulate accurate information in a professional and tactful manner.

Mathematical Skills

The person in this position must be able to perform basic mathematical computations including percentages, discounts, and other common calculations. The use of the Company’s ERP system is essential in order to complete certain functions. Accurate recording of cash transactions and postings to a customers’ account using the Company’s ERP system is necessary. Additionally, this requires the basic understanding of fundamental Accounting principles.

Reasoning Ability

This position must analyze and resolve customers’ accounts on an ongoing basis, including issues such as credit problems, insufficient or unidentified payments, etc. Excellent organizational skills, follow up abilities, and tactful communication on sensitive financial situations is required. Must be able to solve both practical and complex problems and deal with a variety of factors in situations where only limited standardization exists.

Certificates, Licences, Registrations

Valid driver’s license is required

TOOLS AND/OR EQUIPMENT

This position uses a computer extensively with demonstrated abilities in the use of Microsoft products as well as other common office type equipment such as calculators, fax, photocopiers, scanning and mail machines.

WORK ENVIRONMENT

This position may work in various environments including office, factory or home settings. Employees who are authorized to work from home are expected to comply with all company requirements for core work hours or in-person attendance at company meetings or events.

Pfeiffer Vacuum is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

If you are an individual with disabilities who needs accommodation or you are having difficulty using our website to apply for employment, please contact Christina Feeney at 603-305-2629.

Pfeiffer Vacuum is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.