Branch Administrator

Core Responsibilities

• Accurately post all non-cash payments, including receipts, discounts, allowances, price adjustments, returns, and chargebacks, to customer accounts within 24 hours of receipt.
• Maintain organized customer files by scanning and filing documents in the database, ensuring easy access and systematic organization by customer.
• Investigate and resolve chargeback claims, taking a proactive approach to recover discrepancies.
• Collaborate with department managers to verify chargebacks, dispute inaccuracies, and negotiate recoveries where applicable.
• Process and manage credit card transactions for customer sales and refunds, ensuring timely and accurate completion.
• Respond promptly to merchant service disputes related to chargebacks, providing necessary supporting documentation, such as proof of delivery and invoices, to prevent incorrect deductions.
• Oversee workflow and team priorities, ensuring all tasks are completed efficiently and offering support as needed to meet deadlines and maintain productivity.
• Review and interpret Proof of Delivery (PODs) and invoices, ensuring accuracy in documentation.

Minimum Qualifications

• High school diploma or equivalent (e.g., GED).
• 1-2 years of experience in accounting, administration, or a similar role handling customer accounts, payments, and chargebacks.
• Experience with non-cash payment processing (e.g., credit cards, allowances, returns).
• Experience with file management and document organization, including scanning and database filing.
• Familiarity with handling customer inquiries and disputes related to payments and chargebacks.
• Proficiency in Microsoft Office Suite, especially Excel and Word.
• Familiarity with accounting software or ERP systems for payment processing and record keeping.
• Basic understanding of credit card processing and resolving chargeback disputes.
• Strong attention to detail for reviewing and posting payments and managing customer files.
• Excellent organizational skills to manage workflow and ensure tasks are completed on time.
• Excellent communication skills to interact with department managers and resolve discrepancies.
• Ability to multitask and prioritize tasks in a fast-paced environment.

Preferred Qualifications

• Associate’s degree in Accounting, Business Administration, or a related field.
• 3+ years of experience in a branch administration or financial clerk role, with a focus on payment processing, chargebacks, and customer account management.
• Experience with credit card processing systems, merchant services, and handling chargeback disputes efficiently.
• Proven experience with team oversight or leading a small administrative/accounting team.
• Advanced proficiency in accounting software (e.g., QuickBooks, SAP, or Oracle) and database management systems.
• Experience with process automation in financial workflows, such as payment postings and file organization.
• Strong leadership skills for managing workflow and prioritizing team tasks.
• Advanced problem-solving skills, especially when dealing with discrepancies and chargeback disputes.
• Customer service experience, especially in resolving billing inquiries and handling refunds or discrepancies.