Credit Administrator

BRANCH LOCATION: City of Industry, CA

DATE AVAILABLE: Immediately

US Air Conditioning Distributors is one of the largest privately-owned HVAC equipment distributors with 52 locations in California, Nevada, Utah, Idaho, and Arizona, whose goal is to provide customers with what they need, when they need it, with free next-day delivery, crane service, incredible inventory selection, and experienced, friendly personnel to assist the customer. We are a One-Stop-Shop for all your HVAC needs, from residential to commercial to industrial, including equipment, controls, parts, supplies, and sheet metal.

US Air Conditioning Distributors is currently seeking hard-working, dedicated, and career-oriented people for its growing team in the City of Industry Corporate Offices.

POSITION OVERVIEW:

The Credit Administrator supports credit administration and collections by reviewing and entering job documents, verifying data with service providers, and maintaining accurate job logs and databases. The role processes required filings, notices, liens, waivers, and other document requests while ensuring deadlines are met. Responsibilities include researching and entering jobs in state registries, managing accounts placed with outside collections, updating customer records, and assisting with new account setup and sales tax administration. This position also provides backup for cash application through payment posting, deposit processing, and refund handling. Overall, the specialist ensures accurate records, timely filings, and efficient billing and collections support.

DUTIES AND RESPONSIBILITIES:

• Review job document requests for accuracy and completeness; enter new job information, verify data transmissions and automated acknowledgements from service providers, and follow up on missing acknowledgements to ensure all filing deadlines are met. Maintain and organize job documents for the credit administration team, update the Access database, distribute updated Excel job logs, respond to service provider inquiries, archive closed documents, and process tracking requests for notice of completion filings.
• Research and manually enter Utah projects into the State Construction Registry, utilizing an outside service provider when prior entries cannot be located or when job information requires further verification.
• Prepare and mail original lien waivers for customers requiring wet-signature documents.
• Coordinate and monitor accounts placed with outside collections by updating system flags, maintaining accurate records of payments and collection costs, and notifying management of critical deadlines, bankruptcies, or counterclaims.
• Process a variety of document requests, including demand letters, stop notices, mechanics liens and releases, statutory returned-check letters, courtesy notices, and notices of intent.
• Support new account setup and updates, administer sales tax documentation, maintain customer e-contact information, and assist with the collection of past-due and pre-collection accounts.
• Provide backup for cash application by processing deposits, applying payments, posting Billtrust remittances, completing adjustments, and issuing refunds.
• Manage preliminary notice requests, maintain job logs and related records, process new account requests, and support ongoing customer record management.
• Track and coordinate accounts assigned to outside collections and assist in recovering small-balance accounts.
• Serve as backup for the cash application function as needed.

MINIMUM EDUCATION AND EXPERIENCE:

• Bachelor’s degree in business, accounting, or economics
• 1 year of wholesale credit or accounting experience preferred

PREFERRED QUALIFICATIONS:

• Strong understanding of accounting principles and accounts receivable processes.
• Proficient touch typing and 10-key data entry skills.
• Solid mathematical aptitude.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Exceptional attention to detail, strong organizational skills, and a results-driven work style.
• Excellent verbal and written communication abilities.
• Strong time-management skills with the ability to prioritize and meet deadlines.
• Ability to thrive in a fast-paced, high-volume, and results-oriented environment while maintaining accuracy and contributing positively to team performance.

WE OFFER:

• This position offers full benefits, competitive pay, and opportunity for advancement for the right person who exhibits exemplary traits and work habits.
• Starting at $22.50/hour

The company conducts a background check and physical/drug screening.