Accounts Receivable Specialist

About the role

The Accounts Receivable Specialist is responsible for identifying, validating, and disputing customer deductions, chargebacks, and compliance-related fees. This role ensures revenue protection by minimizing invalid deductions and driving timely recovery through structured dispute processes, documentation, and follow-up.

Primary responsibilities

• Assure timely collection of monies due to corporation.
• Monitor and report on deviations from credit standards.
• Assure timely and accurate invoicing.
• Manage cash application, making sure all cash receipts are applied properly
• Assure that the company’s standard template regarding invoice sample is in place for every customer
• Reconcile payments on accounts
• Coincide the resolution of outstanding payments due to corporation with appropriate departments members
• Weekly reporting of invoicing totals/aging totals/cash receipts/invoice adjustments

Deduction & Fee Review

• Analyze all incoming deductions, and compliance-related fees
• Identify invalid, duplicate, or unsupported charges
• Categorize deductions (late delivery, compliance violation, etc.)
• Cross-reference with signed BOLs, and PODs

Dispute Management

• Prepare and submit disputes through portals and email
• Include all required backup documentation
• Track dispute status through resolution

Documentation & SOP Adherence

• Follow standardized procedures
• Maintain organized records of disputes and outcomes

Portal & System Management

• Work within EDI and vendor portals
• Upload and monitor disputes
• Meet deadlines and claim windows

Reporting & Recovery Tracking

• Maintain dispute tracker
• Report on recovery rate, aging, and trends
• Coincide with internal teams to gather and validate data and support accurate reporting on deductions, disputes, and recoveries

Root Cause & Process Improvement

• Identify deduction trends
• Partner with internal teams to reduce issues
• Recommend process improvements

Educational and Experience Requirements

• BS/BA in accounting preferred
• 3-5 years of experience in Accounts Receivable
• Transportation knowledge/Produce industry knowledge is a plus.
• Able to work in a fast-paced environment
• Superior Organizational Skills
• Excellent written and verbal communication skills are a must

Key Skills

• Analytical thinking
• Attention to detail
• Time management
• Communication
• Process-driven mindset

Working Conditions

• Primarily office-based role, working at a desk with computers, phones, and other office equipment.
• Fast-paced environment with multiple deadlines for collections, invoicing, and reporting.
• Frequent interaction with internal teams, clients, and other departments for payment reconciliation and inquiries.
• May require occasional use of spreadsheets, accounting software, and reporting tools for extended periods.

Physical Requirements

• Ability to sit for extended periods while performing computer-based tasks, including data entry and report preparation.
• Frequent use of hands and fingers for typing, filing, and interacting with office technology.
• Visual ability to review invoices, reports, and financial records for extended periods.
• Occasional lifting or carrying of light office materials, generally under 15 lbs.
• Ability to communicate effectively in person, by phone, and via video conferencing.

Company Benefits/Perks

• 401(k)
• Health, Dental, Vision Insurance and more
• Paid Time Off (PTO)