Claims & Chargeback Specialist

5 days ago

Agoura Hills, United States EDI Specialists Full time

The Claims & Chargebacks Specialist will be responsible for claims and chargeback administration for suppliers, carriers, and vendors. This will include data gathering, analysis, report generation, and negotiation on claims and chargebacks. This role will be a member of the Accounting team and work directly with Customer Experience, Operations, and Manufacturing. Responsibilities: Cross-functional communication and collaboration Manage claims and chargebacks for factories, shipping carriers, and other vendors Manage customer, factory and vendor claims process Portfolio Management including account reconciliations, disputed charges, and unapplied credits Manage Internal Controls Responsible for the development, implementation, and delivery of strategies for the organization as Claims Management functions with customers, factories, and vendors. Responsible for accuracy and completion customer, factory and vendors claims functions. Maintains financial information, files, and records for the purpose of ensuring the availability of documentation and compliance with established policies. Successfully oversee the management of portfolios to include account reconciliations, disputed charges, unapplied credits, including partnering with external teams to resolve complex requirements. Develop and implement best practice and identify areas for improvement. Provide guidance and serve as escalation point for A/R, factory, and customer claims issues. Perform monthly, quarterly, and annual accounting close responsibilities. Significant communication with internal business partners to drive company initiatives and maintain / improve accounts receivable portfolio performance. Direct the research and adjustments of chargebacks by partnering with external teams and sales execs to identify root cause for prompt resolution. Summarize monthly deductions via a management dashboard, showing open deductions by customer and type, with emphasis on "unauthorized " payment deductions, open balances with steps to collect/clear items. Make recommendations for corrective actions by identifying gaps, trends, and areas of improvement to prevent similar claims arising from the same customer(s). Implement reporting, matrix, KPI, and analysis to executive leadership related to customer claims/chargebacks. Establish, maintain, and monitor internal controls related to A/R to ensure accounting controls. Organize and maintain records of invoices, bills, and deposits. Understand and readily support company corporate business practices, policies, internal controls, and procedures designed to create value and minimize risk. Oversee customer billing and analyze cash receipts processing. Maintain records of cash flow and outstanding invoices, and direct interfacing with customers on collection matters and dispute resolution. Make collection calls for difficult accounts as needed. Post customer payments and accurately enter deduction status, types, reason codes and comments in GP system along with proper documentation. Research and determine appropriate backup support and proof of performance for all deduction claims. Request additional support documentation from customers as needed and/or work with customer websites to obtain deduction documentation. Coordinate with sales, customer service and/or logistics for validation and approval of claims. Process for chargeback if not valid. Communicate with customers to reconcile customer deductions and settle/write off valid trade deductions according to GAAP guidelines. Dispute/process for chargebacks if not valid. Prepare credit memos for any approved adjustments such as shortages, price discrepancies, promotions, concealed shortages, duplicate invoices, etc. and ensure supporting documents and backups are included. Liaise with sales, customer service, logistics, and customers to maximize the recovery and prevention of chargebacks. Ensure sales tax compliance for all dealer resale certificates are current and accurate. Experience: 5 years with auditing, claims, and/or returns experience. Experience with ERP accounting software (MS Dynamics Great Plains experience helpful) Experience with MS Excel Experience in retail/wholesale or consumer goods helpful Must work carefully and deliberately with an eye toward detail while in a fast-paced business environment Strong organizational skills; a self-starter who can prioritize and multi-task. Excellent communication skills LI-onsite

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