Accounts Receivable Specialist (Part-Time, 1099)
3 days ago
Jacksonville
Position Summary \n The Accounts Receivable Specialist is responsible for managing customer accounts, invoice \n generation, cash collections, payment application, and deduction resolution for distributors, \n retailers, and wholesale customers. This role ensures the completeness and timeliness of customer \n invoicing, collection of outstanding receivables, accurate accounting of trade spend activities, and \n prompt investigation and resolution of customer deductions, chargebacks, shortages, pricing \n disputes, and promotional claims. \n \n Contract Structure \n\n • Independent contractor (1099) role\n, • Approximately 20-25 hours per week\n, • Flexible schedule based on agreed deliverables\n, • Hybrid work structure: combination of remote work and periodic time in the Jacksonville (Riverside) office\n, • Contractor responsible for their own taxes, insurance, and equipment\n\n \n Key Responsibilities \n Accounts Receivable Management \n\n • Generate and distribute customer invoices and credit notes.\n, • Ensure completeness of invoicing by verifying that all shipped and delivered customer orders are accurately recorded in the ERP system and invoiced in a timely manner.\n, • Review order fulfillment, shipment records, and ERP transactions to identify unbilled deliveries and resolve discrepancies with Sales, Customer Service, Operations, and Logistics teams.\n, • Monitor open orders, shipments, and unbilled transactions to prevent revenue leakage and ensure timely revenue recognition.\n, • Apply customer payments accurately and reconcile cash receipts.\n, • Monitor accounts receivable aging and proactively follow up on past-due balances.\n, • Maintain accurate customer account records within the ERP system.\n, • Reconcile customer statements and investigate account discrepancies.\n\n \n Deductions and Chargeback Management \n\n • Review, validate, and resolve customer deductions and chargebacks in a timely manner.\n, • Analyze deductions related to promotional allowances, pricing discrepancies, shortages, damaged goods claims, returns, unauthorized deductions, freight and compliance chargebacks, and retailer program claims.\n, • Coordinate with Sales, Customer Service, Logistics, and Trade Marketing teams.\n, • Prepare credit memo requests where deductions are validated.\n, • Dispute invalid deductions and recover outstanding balances.\n, • Track deduction trends and identify root causes.\n\n \n Collections and Customer Relationship Management \n\n • Conduct collection activities through email, phone calls, and customer meetings.\n, • Maintain positive working relationships with distributors, retailers, and key accounts.\n, • Escalate significant collection or deduction issues to management.\n, • Negotiate payment plans and resolution of disputed balances.\n\n \n Reporting and Analysis \n\n • Prepare aging reports, deduction summaries, collection forecasts, cash flow reports, and invoice status reports.\n, • Monitor key AR metrics, including overdue receivables, deduction exposure, and unbilled shipments.\n, • Review open order and shipment reports to ensure prompt invoicing and identify billing exceptions.\n, • Provide regular updates regarding collection risks, unresolved disputes, and invoicing issues.\n, • Prepare and distribute weekly and monthly AR reports for review by the Accounting Manager.\n, • Support month-end close activities, including reconciliations and bad debt provisions.\n\n \n Internal Controls and Compliance \n\n • Ensure compliance with company policies, accounting standards, and internal controls.\n, • Maintain supporting documentation for audits and customer inquiries.\n, • Assist in continuous improvement initiatives to streamline invoicing, collections, and deduction management processes.\n, • Support periodic audits of billing and accounts receivable processes.\n\n \n Qualifications \n\n • Bachelor's degree in Accounting, Finance, Business Administration, or equivalent experience.\n, • 3+ years of Accounts Receivable, Billing, or Deduction Management experience.\n, • Experience working with major distributors, wholesalers, or retail customers.\n, • Strong understanding of order-to-cash processes and claims management.\n, • ERP and Excel proficiency.\n, • Strong analytical and problem-solving skills.\n, • Excellent communication and customer service abilities.\n\n \n Key Competencies \n\n • Accounts Receivable Management\n, • Billing Accuracy and Invoice Management\n, • Deduction and Chargeback Resolution\n, • Cash Collection\n, • Customer Account Reconciliation\n, • Trade Spend Analysis\n, • Root Cause Analysis\n, • Financial Reporting\n, • Cross-Functional Collaboration\n, • Attention to Detail\n, • Negotiation Skills\n\n \n Key Performance Indicators (KPIs) \n\n • Days Sales Outstanding (DSO)\n, • Collection Rate\n, • Overdue Receivables %\n, • Deduction Resolution Cycle Time\n, • Deduction Recovery Rate\n, • Valid vs. Invalid Deduction Ratio\n, • Aging of Open Deductions\n, • Disputed Balance Reduction\n, • Cash Application Accuracy\n, • Invoice Accuracy Rate\n, • Invoice Timeliness\n, • Unbilled Order Aging\n, • Revenue Leakage Identified and Recovered\n, • Bad Debt Percentage\n\n \n Reporting Line \n Reports To: Accounting Manager \n \n Preferred Industry Experience \n This position is particularly suited for organizations selling through major distributors, wholesalers \n and retailers such as KeHE, UNFI, Costco, Publix, Sprouts, Walmart, and Kroger, and similar \n channels where customer deductions, chargebacks, and high-volume invoicing represent a \n significant portion of the accounts receivable function. The role plays a critical part in ensuring a \n complete and efficient order-to-cash process, maximizing cash flow, minimizing revenue leakage, and maintaining strong customer relationships.