Accounting Support Specialist

About the role

The Accounting Support Specialist is responsible for coordinating return merchandise authorization (RMA) activity, supporting general accounting activities, reporting, documentation, and special projects.

Responsibilities

• Maintains a strong working knowledge of the company’s enterprise resource planning system to research customer orders, returns, cancellations, purchase orders, vendor information, and related transaction details.
• Manages the daily workload for customer return requests by validating required information, gathering supporting documentation, and submitting complete requests to vendors in a timely manner.
• Collaborates with sales and support teams, vendors, customers, and shipping providers to facilitate equipment returns, including obtaining return labels, estimating return shipping costs, and arranging shipments when needed.
• Processes customer credits related to returned equipment after confirming applicable vendor credits and supporting documentation.
• Reconciles vendor credits to customer orders to confirm that the appropriate credit has been received.
• Reviews and researches prorated vendor credits and works with the sales team to determine the appropriate amount to credit back to the customer.
• Researches orders to identify the appropriate purchase order, vendor, and credit amounts required to support return requests.
• Enters and processes customer and vendor credit activity in the accounting system, maintaining an understanding of inventory and cost accounts to support accurate financial posting.
• Communicates new customer account credits to the accounts receivable team as needed.
• Updates return case records and related customer order and purchase order notes in company systems to provide visibility to internal teams and help prevent billing errors.
• Maintains process documentation and prepares communications, guidance, and reference materials to improve efficiency and consistency across departments.
• Prepares month-end reporting for open return requests and records material items as needed to support accurate financial reporting.
• Reconciles replacement orders, vendor credits, and replacement vendor invoices while coordinating with other finance functions, including accounts payable.
• Researches incoming vendor credits and works with internal support teams or vendors to resolve discrepancies or obtain additional information when necessary.
• Solves billing errors, duplicate shipments, and other return-related issues by coordinating with accounts payable, sales support, operations, and vendors.
• Supports ad hoc projects for the General Accounting team and Accounting Manager as needed.
• Aids in internal and external audit requests by preparing supporting documentation and responding to related inquiries.
• Demonstrates professionalism and supports the organization's mission and values through consistent, ethical, and service-oriented behavior.
• Maintains a working knowledge of applicable federal, state, and local laws, regulations, company policies, and procedures to support compliant, ethical, and professional business practices.
• Provides responsive, customer-focused support to internal and external stakeholders.

Qualifications

• High school diploma or equivalent required.
• Minimum of two years of experience in accounting support, order management, customer service, operations support, or a related field preferred.
• Proficiency with Microsoft Office applications, including Excel, Outlook, and Word.