Back Office Accounts Receivable Assistant

We are looking for a Back Office Accounts Receivable Assistant to manage daily AR functions across assigned client accounts, including invoicing, payment application, Hilldun management, pro forma tracking, credit card processing, aging follow-up, and collections. This role works closely with Customer Service Managers (CSMs), Finance, Operations, and directly with clients and factor partners to ensure accurate and timely billing, payment processing, and accounts receivable reconciliation in a high-volume 3PL environment.

• Monitor and manage assigned client aging reports on a weekly basis; follow up on outstanding invoices and past-due balances via email and phone.
• Communicate with clients regarding payment status, invoice inquiries, and account reconciliations; maintain detailed notes on collection efforts and payment commitments.
• Identify and escalate high-risk accounts and collection concerns to the Back Office Manager; assist with collections for non-factored invoices, consignment accounts, and direct billing clients.
• Review and process Hilldun deductions, remittances, and factor releases; reconcile Hilldun payments against outstanding invoices and research shortages, chargebacks, and deduction discrepancies.
• Monitor Hilldun hold advisories and communicate account status to CSMs and Operations to prevent unauthorized shipments; maintain accurate records of Hilldun transactions and recoveries.
• Create, distribute, and track proforma invoices for client orders requiring advance payment; confirm payment receipt and coordinate order release with CSMs and Operations upon confirmation.
• Process customer credit card payments through approved Bergen platforms; reconcile transactions and resolve declined payments, chargebacks, and processing discrepancies.
• Apply and reconcile incoming payments including ACH, wire transfers, checks, Hilldun remittances, and credit card settlements; research unapplied cash, payment variances, and short-payments.
• Generate and distribute client invoices including storage, handling, VAS, and fulfillment charges; create credit memos and billing adjustments as approved by management.
• Research and resolve billing discrepancies, charge disputes, and invoice-related issues; coordinate with CSMs when billing documentation or supporting evidence is required.
• Prepare and distribute weekly aging reports to clients and internal management; monitor client payment trends and flag collection risks proactively.
• Maintain accurate AR records, payment files, and supporting documentation in Finance and WMS systems; assist with month-end reconciliation, ad hoc reporting, and audit activities.
• Collaborate with CSMs, Finance, and Operations to resolve discrepancies, communicate account holds, and support cross-functional process improvement initiatives.

• 1-3 years of Accounts Receivable, Billing, or Finance experience in logistics, fulfillment, or 3PL environments.
• Proficiency in Microsoft Excel, Gmail/Outlook.
• Strong understanding of Accounts Receivable principles, including cash application, aging, and collections.
• Excellent analytical and problem-solving skills with high attention to detail.
• Strong organizational and time management abilities.
• Fluent in English and Spanish.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment; team-oriented with a strong client service mindset.
• Experience managing multiple client accounts simultaneously with high transaction volumes across wholesale, retail, and ecommerce.
• Experience working with factor partners and understanding of Hilldun reconciliation and credit processing.
• Experience with credit card merchant platforms (e.g., Clover, Stripe, Authorize.net, or similar).
• Working knowledge of WMS, RLM, CloudX, or equivalent logistics and ERP platforms.
• Aligned with Bergen's How We Work Together Principles including: investing in People Development, creating a Safe Environment, treating others with Respect, being able to work as part of a Team, having Trust in others, having Passion for our work and clients, having good Communication skills and having high Accountability for oneself and others.