AR & Credit Coordinator

AR & Credit Coordinator

Tri-Vin Wines and Spirits is seeking a detail-oriented and dependable AR & Credit Coordinator to join the Finance Department and provide cross-functional support to both Accounts Receivable and Credit/Collections. This role is responsible for day-to-day receivables activity, including cash application, account reconciliation, customer and key-account receivables, distributor and supplier billbacks, credit memo processing, payment research, collection follow-up, account aging, and accurate recordkeeping within Microsoft Dynamics 365 Business Central.

The ideal candidate is highly organized, comfortable working with financial data and customer accounts, and able to balance transactional AR responsibilities with proactive collection activity. This position requires professional and timely customer communication, strong follow-through, and the ability to coordinate with Finance, Sales, and other internal teams to resolve open balances and support healthy cash flow.

Key Responsibilities:

Cash Application & Payment Processing

Review daily bank activity and accurately record and apply ACH, wire, third-party platform, online portal, check, and COD payments in Microsoft Dynamics 365 Business Central; reconcile cash batches to bank activity.

Verify merchant settlement activity (including Fiserv) and research returned or rejected payments, NSF items, banking errors, stop payments, unauthorized transactions, and other payment corrections.

Deposit, track, and reconcile incoming customer checks and prepare daily receivables reporting for management, including collections, cash flow activity, outstanding balances, and month-to-date performance.

Account Reconciliation, Credit & Collections

Research and resolve payment discrepancies, unapplied or misapplied payments, account reconciliation issues, and aging balances while maintaining complete receivables documentation.

Communicate with customers and key accounts regarding statements, aging, payment status, remittances, short payments, overpayments, payment portals, past-due balances, and supporting documentation.

Manage assigned customer accounts through collection follow-up, payment monitoring, periodic account-status reporting, and coordination with customers, Sales, Credit, and Accounting to resolve open items and support timely payment.

Review accounts receivable aging and identify delinquent accounts, payment trends, and potential credit risks requiring follow-up or escalation.

Contact customers regarding overdue balances, document collection activity and payment commitments, and follow up on promised payment dates in accordance with company procedures.

Support the Credit function with account research, credit-related documentation, customer payment history, and information needed for credit review or account-status decisions.

Partner with the Credit team and Sales to address past-due accounts, disputes, payment arrangements, credit holds, and other account issues requiring coordinated resolution.

Billbacks, Credit Memos & Audit Support

Monitor the AR Billbacks mailbox and distributor/customer portals; review, validate, and route billbacks appropriately, prevent duplicate submissions, and track activity and deadlines.

Maintain billback and deduction documentation in SharePoint and internal tracking systems; research disputes and follow up with customers, Sales Representatives, Accounting, and distributor partners on aging or incomplete items.

Generate and apply approved credit memos in Business Central, maintain supporting audit documentation, distribute approved credits, and process reissue requests when necessary.

Manage designated supplier billbacks, including federal excise (TTB) tax and warehouse-related expenses, reconcile supplier deductions, and organize supporting billback documentation used in monthly sales commission calculations.

International Payments & Reconciliation

Process and reconcile foreign-currency payments, including euro payments received from international suppliers, coordinating with Accounting management to confirm receipt before application.

Coordinate payment application and currency reconciliation to maintain accurate supplier and customer account balances.

Administrative & Department Support

Sort and distribute incoming accounting mail between Accounts Receivable and Accounts Payable, maintain organized account records, and provide administrative and operational support across the Finance Department, including Accounts Receivable and Credit/Collections.

Prioritize assignments and projects, manage multiple deadlines, and perform other work-related duties and projects as assigned.

Qualifications:

2+ years of accounts receivable, credit/collections, bookkeeping, accounting support, or related finance experience preferred

Working knowledge of accounts receivable procedures, account reconciliation, aging reports, and commercial collection practices

Proficiency in Microsoft Office, including Word, Excel, and Outlook

Knowledge of MAS 90 and/or Microsoft Dynamics 365 Business Central; distributor billback, deduction-management, or credit/collections experience is a plus

Ability to communicate professionally and firmly regarding past-due balances while maintaining positive customer relationships

Strong written and verbal communication, customer service, negotiation, and problem-solving skills

Highly organized, detail-oriented, and committed to accuracy

Strong computer proficiency and ability to learn new systems quickly

Ability to manage multiple priorities and meet deadlines in a fast-paced environment

Key Working Relationships:

Customers and customer accounts payable contacts

Finance Department team members, including Accounts Receivable, Credit, and Accounting

Sales and other internal departments as needed to resolve payment, credit, collection, and account questions

Compensation & Benefits:

At Tri-Vin Wines and Spirits, we believe our people are the key to our success. We offer a competitive base salary and a comprehensive benefits package designed to support our employees and foster long-term career growth.

Our benefits package includes:

Medical, dental, and vision insurance

401(k) retirement savings plan with company match

Paid time off and company holidays

Disability and life insurance coverage

Flexible spending accounts (FSA)

We also provide opportunities to deepen your knowledge of the wine and spirits industry while supporting professional development and career advancement across the organization.

Diversity & Inclusion Statement:

Tri-Vin Wines and Spirits is an Equal Opportunity Employer. We are committed to creating an inclusive workplace and do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.