Reconciliation Specialist

Accounts Receivable Analyst Location: The position is based in the Miami office. • Schedule: This is a hybrid role. o In-Office: Tuesday, Wednesday, Thursday. o Work from Home: Monday, Friday. o The team offers some flexibility with the schedule, subject to manager approval. 12M+ $ 35.33/hr on W2 Job Title: Analyst-Payments Department: Credit & Collections Reports To: Supervisor, Credit & Collections Summary The Analyst–Payments role is responsible for managing high-volume retailer accounts. This position supports the Credit & Collections department by monitoring payment activity, reconciling accounts, investigating deduction trends, and ensuring timely resolution of outstanding balances and claims. The role requires extensive interfacing with customer finance teams, internal business partners, and retailer portals to ensure accuracy in payment applications, deduction validation, and post-audit compliance. The ideal candidate will have a strong analytical mindset, exceptional Excel proficiency, and a proactive approach to resolving discrepancies. The role demands clear and consistent communication, detailed documentation, and the ability to work cross-functionally to minimize financial exposure and ensure operational efficiency. This role also encompasses other responsibilities as assigned to support the overall goals of the department. Essential Duties and Responsibilities • Analyze and reconcile payment discrepancies and AR agings to ensure accurate billing and maintain invoice aging 95% current (1-30 days), claims aging 90% current (1-90 days), and minimize bad debt. • Investigate the root causes of payment variances, short-pays, and unapproved deductions. Resolve discrepancies by collaborating with internal departments and external partners. • Conduct in-depth research and root cause analysis on post audits, returns, warehouse fees, shortages, substitutions, and freight & handling claims. • Reconcile and validate all returns deduction exceptions, including 812 tables and price adjustments. Verify serial number issues and ensure appropriate supporting documentation is in place. • Generate monthly credit and debit memos for shortages, paybacks, and refusals by reviewing master logs and remittance activity. • Maintain accurate return resolution tables by ensuring supporting documentation aligns with requirements and internal tolerance thresholds. • Support 3PL’s and maintain accurate tracking logs. Coordinate efforts with fulfillment teams. • Collaborate with sales and retailer accounting teams to address past due balances, follow up on collections, and document all communication. • Analyze payment trends and provide detailed reports on variances, patterns, and resolutions for leadership review. • Assist in month-end close reporting and accrual preparation for retailer accounts. Ensure variances between estimates and actuals are within acceptable thresholds. • Ensure compliance with established processes, including claim resolution deadlines, accurate documentation, and adherence to retailer guidelines. • Participate in process improvement initiatives to enhance efficiency and accuracy in payment processing and reconciliation. • Support internal and external audits by providing necessary documentation and explanations. Qualifications • Associate’s degree or equivalent work experience in accounting, finance, or a related field required (Bachelor’s preferred). • Minimum of 4 years of accounts receivable and payment reconciliation experience, preferably with large retailers such as Walmart. • Strong proficiency in Microsoft Excel (pivot tables, VLOOKUPs, formulas); advanced Excel skills preferred. • Working knowledge of ERP systems (Oracle, SAP), and experience with Noetix and OFS platforms preferred. • Strong analytical and problem-solving skills; ability to interpret large datasets and draw actionable conclusions. • Excellent verbal and written communication skills; ability to interact professionally with internal teams and external customers. • Exceptional organizational and time management skills; ability to manage multiple priorities and meet deadlines independently. • High level of accountability, accuracy, and ownership of responsibilities. • Familiarity with retailer portals (e.g., Walmart Retail Link) and claim backup requirements a plus. • Experience with data visualization tools (e.g., Tableau, Power BI) is a plus. Work Environment & Physical Demands • This position operates in a professional office environment with occasional extended hours during peak financial periods (month-end and quarter-end). • Some remote work flexibility may be available, subject to business needs and performance.