OluKai, melin, Roark (Tradewind Services) Senior Accounts Receivable Specialist, Majors

Archipelago Companies•Irvine, CA

5d•Hybrid

About The Position

Archipelago Companies is seeking a talented and passionate Senior Accounts Receivable Specialist to join our team. This role is crucial in managing our Majors and national account portfolio across all Archipelago entities (OluKai, Melin, Roark, Amble). The primary focus is on converting accounts receivable to cash on terms while defending against erosion through collections, credit monitoring, and chargeback/deduction recovery. This position will also identify and surface operational root causes of preventable deductions to relevant teams. The portfolio includes major EDI chain accounts and assigned Off-Price accounts. The ideal candidate will have a strong background in AR management, vendor compliance, EDI chargeback resolution, exceptional attention to detail, and the ability to thrive in a fast-paced environment.

Requirements

Bachelor’s degree in accounting, finance or related field required.
Proven experience as an Accounts Receivable Specialist, preferably in a senior capacity.
5+ years of progressive business-to-business accounts receivable and collections experience required, in a wholesale, footwear or apparel company or similar industry; large chain retail (Majors) or Off-Price account experience strongly preferred.
Demonstrated hands-on experience researching, disputing and recovering retailer chargebacks and deductions, including vendor compliance, shortages, pricing, allowances, markdowns, co-op and freight claims.
Working knowledge of EDI-based order-to-cash transaction flow and retailer routing and vendor compliance guide requirements (e.g., ASN generation, routing guides, retailer chargeback portals).
Experience navigating retailer vendor portals and accounts payable dispute platforms.
Strong understanding of accounting principles applicable to accounts receivable, including cash application, credit memos and adjustments, collection practices, and month-end close requirements.
Intermediate to advanced Microsoft Excel skills (pivot tables, lookup functions, SUMIFS, text and date functions) and the ability to reconcile large data sets.
Experience with an integrated ERP and an AR automation or collections platform; Full Circle and YayPay experience preferred.
Excellent attention to detail and accuracy, with the ability to build and defend a documented dispute position.
Strong written and verbal communication skills, with the professional presence to interact directly with retailer accounts payable, vendor compliance and internal Sales leadership.
Strong analytical and problem-solving skills, with the ability to work independently, prioritize a high-volume portfolio and consistently meet month-end and dispute window deadlines.
Strong relationship builder with customers and sales reps.
Full Circle (ERP): AR module, customer master, credit memo and adjustment entry
YayPay: collections workflow, dunning cadence and portfolio reporting
Retailer vendor portals and EDI-based dispute submission
Direct Pay portal and PayPal: cash application and customer enablement
Microsoft Excel: reconciliation of large data sets, pivot tables and lookup functions

Responsibilities

Own end-to-end collections for the assigned Majors and national account portfolio, including EDI chain accounts (e.g., Nordstrom, Tommy Bahama, REI, Dick’s Sporting Goods, Zappos, Bass Pro Shop) and assigned Off-Price accounts (e.g., T.J. Maxx, Nordstrom Rack) across all Archipelago entities.
Execute a documented schedule of collection communications cadence in YayPay (for non Majors), including proactive pre-due-date outreach on the largest exposures, and secure and track written payment commitments.
Generate and work aging reports daily, make outbound collection calls, and log every customer contact and commitment in Full Circle the same business day.
Monitor customer accounts to identify and resolve any discrepancies or issues in a timely manner.
Work with sales reps on special accounts, accounts unresponsive to calls, and past due balances, and coordinate with the Director of AR and Credit and sales reps before placing any account with a third-party collections agency.
Research and validate every retailer chargeback and deduction against source documentation, including purchase order, routing guide, ASN, bill of lading, packing list, proof of delivery, and price or allowance agreement.
Dispute invalid deductions inside each retailer’s stated dispute window through the applicable vendor portal, building and defending a documented dispute position.
Clear or route valid deductions for approved write-off so that aged unapplied deductions do not distort the AR aging.
Process credit memos for RNC, Loss and Defect, and for approved deduction and allowance adjustments.
Reconcile assigned customer accounts monthly, tying customer remittance advice and retailer vendor portal detail to Full Circle AR.
Research and clear unapplied cash, short pays and on-account credits so that unapplied cash on the assigned portfolio is resolved timely.
Apply customer payments and support customer enablement on the Direct Pay portal and PayPal, process credit card payments, and assist customers with lockbox payment information.
Provide quarterly account reconciliations on Majors to the Director of AR and Credit, and support month-end and quarter-end close requirements.
Monitor assigned accounts for deteriorating payment behavior, credit limit utilization and distress signals, including bankruptcy or restructuring filings, store closures, chronic short pays and requests for extended terms.
Deliver a written watch list to the Director of AR and Credit and the VP of Accounting monthly, with a recommended action for each flagged account.
Supply the aging and collectability detail supporting the quarterly allowance for credit losses analysis, and provide documentation and supporting schedules for internal and external audits.
Partner with Sales, Customer Service, Distribution Center operations and the EDI team to resolve invoicing inquiries and disputes and to eliminate the operational errors that generate chargebacks.
Report recurring routing, labeling, ASN and vendor compliance failures to the Warehouse Manager and Director of Operations no less than monthly, quantified in dollars, so that preventable deduction dollars trend down period over period.
Maintain current desk procedures for the assigned portfolio, including retailer-specific dispute requirements, portal access and escalation contacts.
Serve as backup and technical resource for other members of the AR team, and represent the Company in industry credit groups.

Benefits

Complimentary chef prepared breakfast and lunch provided Monday - Thursday
Generous product gift program and all brand discounts
Company bonus program
5 year and 10 year Anniversary gifts to desirable destinations
Wellness program, including but not limited to in-office gym and group fitness classes
Medical, Dental, Vision insurance in accordance with plan guidelines
Company paid life insurance
401k with employer match in accordance with plan guidelines
15 Days of PTO plus one additional day of PTO every year on your anniversary and 3 Floating Holidays per year
Paid beach and giveback days, bi annual team building events and other in person celebrations
Work with talented and great people who share a love of the ocean lifestyle