Deductions Customer Account Representative at National… · Gainesvil…

JOB OVERVIEW:

The Deduction Customer Account Representative is responsible for reviewing, validating, documenting, and resolving customer payment deductions in accordance with company policy, SOX compliance standards, and financial reporting expectations. This role works cross-functionally with teams including Collections, Order Entry, Sales, Plant Operations, and Logistics to ensure accurate accounts receivable reconciliation and effective deduction management.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Deduction Validation & Categorization
• Analyze BOLs, invoices, customer portals, and account notes to determine deduction legitimacy and then categorize claims as Authorized expenses or Unauthorized and due for repay. Record validated deductions in our expense module with appropriate short pay codes and supporting documentation while recoding invalid deduction for repay on the aging and executing appropriate collections process via customer portals, tickets, or email.

Prioritization & Pre-Processing
• Triage aged transactions based on value thresholds and days aged, maintain a consistent follow-up cadence and collaborate with internal teams and management to resolve bottlenecks on target accounts.

Cross-Functional Collaboration
• Partner with Order Entry (OE) and Collection (COL) teams to resolve purchase order and invoice discrepancies as well as coordinate with Sales Representatives to validate promotional claims. Additionally engage Plant and Logistics teams to address disputes related to pallet fines, short shipments, and IVR errors and escalate high-value or delayed deductions to AOC management or executive leadership as needed.

Reporting & Documentation
• Accurately record deduction notes and maintain account SOPs for transparency, team coverage, and present deduction summaries / resolution status during profile review meetings.

System Navigation & Tools
• Utilize APPX tools for AR reporting, transaction notes, expense entries, and historical adjustments, as well as access shared inboxes and public drive folders for supporting documentation.

Compliance & Approvals
• Ensure adherence to SOX compliance standards, including proper approval of expenses based on dollar thresholds.

Continuous Improvement & Success Tracking
• Share successful dispute resolutions and insights across the AR team as well as identify and replicate best practices in deduction prevention and recovery. Additionally, participate in training sessions and contribute to process optimization initiatives.

LANGUAGE SKILLS:
Ability to read, analyze, and interpret common information, reports, and other documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or company representatives. Ability to effectively present information to management.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Field positions will be exposed to various unfamiliar conditions where Personal Protective Equipment (PPE) must be worn, and which may include, but are not limited to: manufacturing and warehouse plants, and other venues as directed by a team member. The noise level in the work environment is usually moderate, but increases significantly in warehouse and manufacturing plants.

MINIMUM QUALIFICATIONS:
Deductions are processed accurately and in a timely manner with aged accounts receivable reduced through proactive engagement and collaboration. Ensure documentation is audit-ready and supports internal reviews as well as celebrate recovery wins and patterns that promote team learning and improvement.
• 2+ years of experience in accounts receivable, deduction management, or related financial operations preferred.
• Strong analytical skills and attention to detail.
• Proficiency in APPX or similar ERP systems.
• Excellent communication and collaboration skills.
• Familiarity with SOX compliance standards is a plus.
Shasta Beverages, Inc. provides equal employment opportunities to all applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender, genetics, gender identity, disabled veterans, or sexual orientation.