Customer Service & Accounting Support Specialist (AR/AP)

Lumitex; Brecksville (OH); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Competitive salary

Benefits

Professional development opportunities

Job summary

A leader in medical technologies in Brecksville, Ohio is seeking a detail-oriented Customer Service & Accounting Support Specialist to manage order entry and customer service. You will facilitate smooth operations, engage with customers on invoicing, and ensure compliance with protocols. The ideal candidate holds a degree in business and has 2-3 years in sales administration, highlighting organizational and communication skills. This position offers competitive salary and benefits.

Qualifications

• 2–3 years of experience in a sales administration or related role.
• Proficient in Microsoft Office and ERP systems.
• Strong written and verbal communication skills.

Responsibilities

• Act as primary contact for customers in order entry and service.
• Manage the full order process for accuracy and compliance.
• Engage with customers regarding payment and resolve discrepancies.

Skills

Organizational skills

Attention to detail

Communication skills

Education

Bachelor’s degree in business administration, Sales, Marketing

Tools

Microsoft Office Suite

Lumitec ERP (Macola)

HubSpot (CRM)

Job description

Overview

Customer Service & Accounting Support Specialist (AR/AP)

We are looking for a detail-oriented and customer-focused Sales/Order Administrator to join our growing commercial team. In this role, you will act as the primary order entry/customer service/accounting point of contact for customers, including key medical device accounts, while supporting internal teams to ensure smooth order management, efficient sales operations, and accurate administrative coordination.

Responsibilities

• 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

Qualifications

• 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 ...
• 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.

Why Join Us?

• Opportunity to work on innovative medical technologies that improve patient outcomes.
• Collaborative and growth-oriented work environment.
• Competitive salary, benefits, and professional development opportunities.