AR and Claims Specialist

PARR•Hillsboro, OR

8d•$23 - $28•Onsite

About The Position

The Accounts Receivable & Claims Specialist is responsible for managing credit on customer accounts, processing payments, resolving claims, and supporting financial recovery efforts. This role combines traditional accounts receivable functions with product claim administration, requiring strong analytical skills, attention to detail, and the ability to work collaboratively with customers, manufacturers, sales teams, warehouse personnel, and accounting departments to achieve timely and accurate resolutions.

Requirements

Minimum of two (2) years of experience in Accounts Receivable, Credit, Claims Administration, or a related financial/customer service role
High School Diploma or GED required
Must be able to type 40+ WPM
Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
Ability to speak, write and read English
Strong analytical and investigative problem-solving abilities.
Strong focus, planning, organizational and time management skills with the ability to manage changing priorities, handle multiple projects, and do what is necessary to meet deadlines, while maintaining a high degree of attention to detail and accuracy.
Ability to interpret and apply company policies, vendor agreements, and manufacturer claim procedures.
Effective negotiation and conflict-resolution skills.
Excellent written and verbal communication skills. Communication can include, but is not limited to: in-person (verbal and non-verbal), written, e-mail, telephone
Professional interpersonal skills with the ability to collaborate across departments and build positive customer relationships.
Ability to make sound decisions using both financial data and business judgment.
High level of discretion when handling confidential customer and company information.
Ability to function independently, as part of a team within your own department with a positive attitude, strong work ethic and commitment to excellence.
Ability to think and respond quickly, positively and professionally to constantly changing circumstances.
Ability to appropriately manage stress and interact with others.

Nice To Haves

Experience within wholesale distribution, hardware, building materials, or related industries is preferred.
Knowledge of hardware products, manufacturers, warranty programs, and distribution processes is preferred.

Responsibilities

Generate and distribute customer invoices and billing documents as needed.
Process incoming customer payments, including checks, electronic transfers, lockbox transactions, and account credits.
Reconcile customer accounts by matching payments to open invoices and investigating discrepancies.
Monitor accounts receivable aging reports and proactively follow up on past-due balances.
Conduct collection activities using professional communication techniques to secure payment while maintaining positive customer relationships.
Create and maintain customer account information, including payment records, reseller permits, credit documentation, and supporting financial records.
Provide trade references and account history information as authorized.
Maintain organized, accurate, and confidential customer and financial records.
Receive, review, and log claims for damaged, defective, or disputed products.
Investigate claims by evaluating shipping documents, invoices, purchase orders, photographs, warehouse records, and physical product samples when necessary.
Cross-reference findings with internal inventory and warehouse data to verify shortages, damages, or discrepancies.
Manage manufacturer warranty, defective merchandise, and customer satisfaction claims from initiation through resolution.
Coordinate with vendors and manufacturers to recover costs, process reimbursements, and resolve non-resalable product issues.
Create pending returns and credits, review supporting documentation, and approve or deny credit requests in accordance with company policies.
Partner with Accounts Payable teams to process approved credits, refunds, and vendor recoveries.
Negotiate fair claim settlements with customers, suppliers, and transportation carriers when liability is disputed.
Communicate claim decisions clearly and professionally while balancing customer satisfaction with company and manufacturer policies.
Track recurring product defects, shortages, and claim trends and communicate findings to Purchasing, Sales, Warehouse, or Vendors to help reduce future losses.
Build and maintain positive relationships with customers, vendors, manufacturers, carriers, and internal departments.
Ensure compliance with company policies, accounting procedures, and documentation requirements.
Assist with process improvements that increase efficiency and accuracy in receivables and claims management.
Perform additional duties and special projects as assigned.

Benefits

2 weeks of vacation per year on day 1, and gains an additional day every year worked up to 4 weeks off
Employee paid sick days
7 holidays
Standard medical plan with a very low $1,000 deductible
Dental, Vision, EAP (Employee Assistance Program)
Massage, Chiropractic and Acupuncture coverage
FSA (Flexible Spending Account) and Childcare pretax spending programs
Footwear subsidy through boot vendor after 90 days of employment
Up to 50% match on the first 6% you contribute to your 401(k) after 1 year of employment and fully vested at the end of your 3rd year
3% profit share contribution to the 401(k), with Board approval
Tuition reimbursement (up to $2,500/year)
Annual profit sharing (every full time employee who worked the full year earned a minimum of $525 for the 2024 year)
$1,000 referral bonus