Accounts Receivable & Claims Specialist -… at Vitamin Well… · Marina…

Summary: Vitamin Well Group develops premium functional drinks and snacks, and they are seeking a detail-oriented Accounts Receivable Specialist. This role will manage the full accounts receivable cycle for assigned customers, focusing on retailer deductions, collections, and ensuring overall account health.

Responsibilities:
- Review, research, validate, and resolve retailer deductions, chargebacks, shortages, pricing claims, and promotional billbacks
- Match deductions to approved trade promotions within the company's Trade Promotion Management (TPM) system
- Partner closely with Sales to validate promotional activity and identify invalid deductions
- Partner with Finance, Accounting, and Operations to identify compliance deductions that should be disputed and gather supporting documentation
- Prepare and submit dispute packages to third-party logistics providers (3PLs) and customers within required timelines
- Track and monitor all compliance deductions and claims from intake through resolution, ensuring every claim is either recovered or validated
- Maintain organized, audit-ready documentation of claims, supporting evidence, and correspondence
- Monitor aging claims, escalate outstanding issues as needed, and communicate claim status with internal and external stakeholders
- Own the full accounts receivable process for an assigned customer portfolio from invoicing through cash collection and dispute resolution
- Serve as the primary finance contact for assigned customers regarding payment inquiries, deductions, account reconciliations, and credit matters
- Build strong relationships with both internal and external stakeholders to drive timely issue resolution
- Proactively manage collections to minimize past due balances and improve cash flow
- Monitor customer aging and follow up on outstanding invoices through email, phone, and customer portals
- Identify collection risks early and escalate issues as appropriate
- Review customer credit holds and make recommendations based on payment history and overall account risk
- Apply incoming customer payments accurately and timely
- Reconcile customer accounts and research unapplied cash, short payments, deductions, and other account discrepancies
- Ensure customer statements and account balances remain accurate
- Prepare and analyze AR aging reports and customer account metrics
- Assist with month-end close activities, including account reconciliations and support for journal entries and AR reserves
- Maintain accurate documentation and support internal and external audit requests as needed

Required Qualifications:
- Bachelor's degree in Accounting, Finance, Business, or a related field (or equivalent experience)
- Some experience in Accounts Receivable, Collections, Credit, or a similar accounting or finance role
- Strong understanding of accounting fundamentals and accounts receivable processes
- Excellent analytical, organizational, and problem-solving skills
- Strong attention to detail and ability to manage multiple priorities in a fast-paced environment
- Excellent verbal and written communication skills
- Proficiency in Microsoft Excel and the ability to learn new systems quickly

Preferred Qualifications:
- Experience within a Consumer Packaged Goods (CPG), food & beverage, manufacturing, or retail environment
- Experience managing retailer deductions, chargebacks, trade promotions, or claims
- Experience working with major retailers such as Walmart, Target, Amazon, Kroger, UNFI, KeHE, or regional grocery chains
- Understanding of retailer compliance programs, OTIF/fill rate deductions, shortage claims, and promotional billbacks

Required Skills: Accounts Receivable, Collections, Credit Management, Retailer Deductions, Chargebacks, Trade Promotion Management (TPM), Compliance Claims Recovery, Customer Account Reconciliation, Cash Application, Microsoft Excel, Financial Reporting, Month-End Close

Benefits: Employees can take part in run clubs, group workouts, races and sporting events that suit different interests and fitness levels.