Accounts Receivable Specialist

Job Description

Job Description

Accounts Receivable & Deductions Specialist

We are looking for an experienced accounting professional to support customer receivables and related financial activities in a busy product distribution environment.

This position is responsible for recording incoming payments, monitoring outstanding balances, resolving account discrepancies, and researching customer deductions. The selected candidate will communicate regularly with customers and collaborate with internal sales, operations, customer service, and finance teams.

The role will also provide support during month-end close and assist with additional accounting projects as needed.

Primary Responsibilities

Receivables and Payment Processing

• Record and apply customer payments, including cash receipts, accurately and promptly.
• Review aging reports and monitor open customer balances.
• Contact customers regarding overdue invoices and payment status.
• Investigate unapplied payments, short payments, and account differences.
• Maintain complete and accurate customer information in the company’s accounting system.
• Prepare reports related to receivables, collections, and outstanding balances.

Deductions and Account Discrepancies

• Investigate customer deductions involving shortages, pricing differences, promotional programs, discounts, allowances, and chargebacks.
• Collect invoices, proof of delivery, agreements, and other documentation needed to evaluate deductions.
• Partner with internal departments to confirm whether deductions are valid.
• Follow outstanding items through resolution and maintain accurate supporting records.
• Prepare account summaries and identify recurring deduction patterns.
• Escalate unresolved or unusual discrepancies when appropriate.

Reconciliations and General Accounting

• Reconcile customer accounts and research differences.
• Assist with cash balancing and bank reconciliation activities.
• Prepare schedules and account analyses for month-end close.
• Provide support with accruals and journal entries as assigned.
• Organize documentation for audits and financial reporting.
• Assist the accounting team with additional projects and daily responsibilities.

Required Experience and Skills

• At least two years of experience in accounts receivable, collections, bookkeeping, or a similar accounting position.
• Working knowledge of accounting procedures and account reconciliations.
• Experience researching deductions, discounts, chargebacks, or customer payment discrepancies.
• Ability to manage a consistent volume of transactions and competing deadlines.
• Strong analytical, organizational, and problem-solving abilities.
• Professional written and verbal communication skills.
• Careful attention to accuracy and documentation.

Preferred Background

• Experience within distribution, importing, manufacturing, food-related operations, or consumer products.
• Familiarity with high-volume retail or distributor accounts.
• Previous experience using an ERP or integrated accounting system; Deacom knowledge is an advantage.
• Experience handling deductions associated with large national or regional retailers, wholesalers, and distributors.

Excel Requirements

Candidates should be comfortable using Excel to organize and analyze payment and deduction information, including:

• XLOOKUP and VLOOKUP
• SUMIFS
• Pivot Tables
• Data reconciliation and reporting
• Large transaction and customer-account datasets

Ideal Candidate

The successful candidate will be organized, resourceful, and comfortable taking ownership of unresolved account issues. This person should communicate professionally when requesting payment, work effectively across departments, and remain accurate while handling multiple priorities. We are looking for someone who can learn new systems quickly and independently research issues through completion.

PrideStaff is a national staffing organization, delivering innovative solutions to the challenges employers face every day. Over the years, PrideStaff has been a consistent industry leader, developing technology and service processes that allow our organization to deliver superior performance. With locations across the United States, we're well positioned to partner with clients and candidates to ensure a successful match of employee talent with customer needs. When it comes to your success, we leave nothing to chance!

Our Mission: Consistently provide client experiences focused on what they value most.

Company Description

PrideStaff is a national staffing organization, delivering innovative solutions to the challenges employers face every day. Over the years, PrideStaff has been a consistent industry leader, developing technology and service processes that allow our organization to deliver superior performance. With locations across the United States, we're well positioned to partner with clients and candidates to ensure a successful match of employee talent with customer needs. When it comes to your success, we leave nothing to chance! \r\n\r\nOur Mission: Consistently provide client experiences focused on what they value most.