AR Senior Collection & Deduction Specialist

Adams Group Inc.•Sacramento, CA

2d•$80,000 - $90,000•Onsite

About The Position

The AR Collection and Deduction Specialist plays a key role in managing customer accounts, collections, credit risk, and the timely resolution of complex payment discrepancies. A key focus of this role is the accurate processing, validation, auditing, and resolution of customer deductions and chargebacks, particularly for retail, grocery, distribution, and strategic accounts. This position requires strong analytical skills, sound judgment, and the ability to investigate deduction claims, identify root causes, recover invalid deductions, and partner with internal teams to reduce future disputes. The Specialist will work closely with the Accounts Receivable Manager to ensure healthy customer accounts, maximize cash flow, minimize deduction-related losses, and maintain strong customer relationships.

Requirements

Associate's or Bachelor's degree in Accounting, Finance, Business, or a related field (or equivalent experience).
3–5 years of experience in accounts receivable, credit and collections, trade rebates, and customer deduction management.
Experience researching, auditing, disputing, and resolving deductions and chargebacks for retail, grocery, foodservice, manufacturing, or large distribution customers.
Proven ability to manage high volumes of deduction claims and successfully recover invalid deductions.
Advanced proficiency in Microsoft Excel, including Pivot Tables, XLOOKUP/VLOOKUP, formulas, reconciliation analysis, and reporting.
Experience with ERP systems (Microsoft Dynamics 365 preferred).
Experience working with deduction management, chargeback resolution, and claims processing systems.
Familiarity with rebate management processes and tools.
Strong proficiency in analyzing large deduction datasets and reconciling customer claims using Excel and ERP reporting tools.
Strong analytical and problem-solving skills with exceptional attention to detail.
Advanced deduction auditing and investigative skills with the ability to identify root causes, validate claims, dispute invalid deductions, and recover revenue.
Deep understanding of retail customer compliance requirements, promotional programs, trade spend, chargebacks, and deduction management processes.
Ability to interpret customer agreements, promotional contracts, pricing schedules, proofs of delivery, and supporting documentation to validate financial claims.
Ability to manage high-volume transactional data accurately and efficiently.
Strong communication and negotiation skills with the ability to work cross-functionally and effectively with external customers.
Hands-on, roll-up-your-sleeves mindset with the ability to independently troubleshoot and resolve issues.
Strong organizational and time-management skills with the ability to prioritize competing deadlines.
High ethical standards and ability to handle sensitive financial and customer information confidentially.

Nice To Haves

Experience in manufacturing, food, ingredient, commodity-based, or consumer packaged goods (CPG) industries preferred.

Responsibilities

Investigate and resolve discrepancies related to invoices, payments, customer deductions, chargebacks, and short pays.
Lead the investigation, validation, and resolution of customer deductions, including promotional allowances, pricing claims, shortages, returns, freight claims, and compliance-related disputes.
Audit retail customer deduction claims against customer agreements, promotional contracts, proof of delivery, pricing records, and supporting documentation to determine validity.
Identify, dispute, and recover unauthorized or invalid deductions while maintaining positive customer relationships.
Monitor deduction aging and recovery metrics, ensuring timely research, escalation, and resolution of outstanding balances.
Track deduction trends and root causes, partnering with Sales, Customer Service, Logistics, Operations, and Accounting teams to reduce recurring claims and improve process accuracy.
Communicate directly with customers to resolve payment issues and negotiate payment plans while maintaining a professional and diplomatic approach.
Maintain accurate and up-to-date billing records, deduction files, customer correspondence, and supporting documentation.
Maintain detailed deduction records, supporting documentation, and audit trails in accordance with company policies and customer requirements.
Analyze customer trade rebate agreements, including volume-based, promotional, and contractual rebates.
Calculate, track, validate, and reconcile rebate accruals and settlements on a periodic basis.
Assist the invoicing team by reviewing customer orders, contracts, pricing, discounts, taxes, and payment terms to ensure billing accuracy.
Prepare analysis and reporting on deduction activity, recovery rates, dispute resolution status, account aging, and financial impact for management review.
Ensure compliance with company policies, internal controls, and applicable industry regulations related to billing, collections, deductions, and trade promotions.
Provide regular status updates, metrics, and issue escalation reports to leadership.
Serve as an escalation point for complex accounts, high-risk customer balances, and significant deduction disputes.
Support customer audits, internal audits, and external audit requests by preparing documentation, reconciliations, and detailed explanations related to deductions, trade promotions, pricing agreements, and receivable balances.