Accounts Receivable Specialist

Position Summary

We are seeking a detail-oriented Accounts Receivable Specialist to join our Accounting team. This position will be primarily responsible for customer payments, collections, sales discounts, deduction management, account reconciliations, and maintaining accurate customer account balances.

The ideal candidate will have practical accounting experience, strong analytical skills, and the ability to research and resolve customer account discrepancies in a fast-paced distribution and import environment.

This role will work closely with Sales, Customer Service, Operations, and Finance to ensure timely collection of receivables, accurate processing of customer deductions, and proper resolution of account issues.

While the primary focus of this position is Accounts Receivable, the individual will also assist with month-end closing activities, account reconciliations, accrual support, and other general accounting functions as needed.

Key Responsibilities

Accounts Receivable & Collections

• Apply customer payments and cash receipts accurately and timely.
• Monitor customer account balances and aging reports.
• Follow up on past due invoices and assist with collection activities.
• Communicate with customers regarding payment issues and account discrepancies.
• Maintain accurate customer records within the ERP system.
• Prepare periodic accounts receivable reporting.

Customer Deductions & Sales Discounts

• Review, research, and reconcile customer deductions, shortages, chargebacks, promotional allowances, and sales discounts.
• Obtain supporting documentation and coordinate with internal departments to validate deductions.
• Track open deduction balances and monitor resolution progress.
• Prepare deduction summaries and account analyses.
• Assist in identifying trends and recurring deduction issues.

Reconciliations & Accounting Support

• Perform customer account reconciliations.
• Assist with bank reconciliations and cash balancing.
• Support month-end close activities through preparation of schedules and account analyses.
• Assist with accruals and journal entries as assigned.
• Maintain supporting documentation for audit and financial reporting purposes.

Qualifications

Required

• 2+ years of experience in Accounts Receivable, Collections, Bookkeeping, or Accounting.
• Solid understanding of accounting principles and customer account reconciliations.
• Experience managing customer deductions, sales discounts, chargebacks, or payment discrepancies.
• Strong organizational and follow-up skills.
• Ability to manage multiple priorities in a medium-to-high volume environment.
• Strong attention to detail and problem-solving skills.
• Excellent communication skills, both written and verbal.

Preferred

• Experience in wholesale distribution, food distribution, importing, manufacturing, or consumer packaged goods (CPG).
• Experience working with retailer and distributor accounts.
• ERP experience (Deacom experience is a plus).
• Experience working with deductions from customers such as Walmart, Publix, Kroger, Costco, UNFI, KeHE, or similar accounts.

Excel Skills

Candidates should demonstrate proficiency with:

• XLOOKUP
• VLOOKUP
• SUMIFS
• Pivot Tables
• Data analysis and reporting
• Working with large customer deduction and payment datasets

Desired Characteristics

• Detail-oriented and highly organized.
• Persistent and professional when following up on outstanding balances.
• Comfortable working in a collaborative environment.
• Willing to learn new systems and processes.
• Ability to analyze and resolve issues independently.