Accounts Receivable & Claims Specialist - Barebells & NOCCO, USA

Vitamin Well Group•Los Angeles, CA

14d•Onsite

About The Position

Vitamin Well Group is seeking a detail-oriented and proactive Accounts Receivable Specialist to join their Accounting team. This role will own the full accounts receivable cycle for an assigned portfolio of customers across multiple sales channels throughout North America. In addition to traditional AR responsibilities, this position plays a critical role in managing retailer deductions, chargebacks, collections, credit, and customer account health. Success in this role requires strong analytical skills, attention to detail, excellent communication, and the ability to collaborate across Sales, Operations, and Finance to resolve issues while protecting company cash flow and profitability.

Requirements

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.

Nice To Haves

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.

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.