Accounts Receivable Clerk

Accounts Receivable Clerk  

Santa Ana, California 

 

Job Summary: 

This role will include but not limited to: 

The Accounts Receivable (A/R) Clerk is responsible for collecting, recording, and processing payments from customers, as well as other financial transactions. The A/R clerk also helps ensure accurate accounting and prompt resolution of return issues, working closely with the sales, inventory, and customer service departments to maintain efficient operations and optimal customer satisfaction. A/R Clerk will coordinate between departments (Customer service, shipping, sales) in a timely manner to resolve issues and help mitigate any damage to customer relations and/or reputation of the Company.  The AR clerk is also responsible for handling merchandise returns (RMA) credits from dealers by managing the processing, recording, and reconciliation of returned merchandise in a timely manner.  The A/R clerk will maintain transparency and escalate issues to the appropriate team members/managers promptly.  

 

Key Responsibilities: 

1. Merchandise Return Account Receivable Processing: 

   - Receive and review return authorization forms from dealers. 

(Ensure to respond back to dealers/customers within 7 days) 

   - Verify returned merchandise against return authorization documentation. – aka. Return Merchandise Authorization (RMA) 

·      Open or pending issues should be addressed in a timely manner.  If an issue has been outstanding for over three days, the AR clerk will email the Sales Manager, copying the Controller on why the issue / RMA has not been resolved and the expected timing to complete and close the issue. The resolution will focus on correct accounting and customer satisfaction. 

   - Accurately record return transactions in the accounting system. 

 

 

2. Accounts Receivable Management: 

   - Post returned merchandise credits to dealer accounts and issue refunds and/or credits to account. 

   - Ensure timely and accurate application of credits and adjustments. 

(Respond back to dealers/customers no later than 7 days from the original dealer/customer or manager request) 

   - Reconcile accounts receivable ledgers to ensure that all payments are accounted for and properly posted (Tie out AR sub-ledger to the GL) 

   - Reconcile incoming and outgoing payments to bank reconciliation. 

 

3. Communication and Coordination: 

   - Communicate with dealers regarding return discrepancies, missing documentation, and credit issuance. 

   - Collaborate with the sales, inventory, and customer service departments to resolve return issues. 

   - Maintain open and effective communication with internal and external stakeholders. 

(Respond to all incoming e-mails, text/instant messages, voice messages in a timely manner (e.g: within 24 hours of the receipt of the communication)) 

 

4. Reporting and Documentation: 

   - Prepare and distribute A/R Aging report bi-weekly. 

   - Maintain accurate and organized records of all return transactions. 

   - Assist in month-end closing activities and audits related to returns and accounts receivable. 

   - Assist on ad-hoc projects as assigned 

  - Write up SOP and maintain to reflect the correct changes being made/implemented. 

 

 

5. Process Improvement: 

   - Identify areas for improvement in the returns process and suggest enhancements. 

   - Implement best practices to streamline return handling and improve efficiency. 

 

6. Compliance and Controls: 

   - Adhere to company policies and procedures related to accounts receivable. 

   - Assist with the implementation and maintenance of internal controls to ensure the accuracy and reliability of financial data. 

 

 

Qualifications: 

- Education: High school diploma or equivalent; Associate's degree or Bachelor’s degree in Accounting, Finance, or equivalent

- Experience: Minimum of 3 years of experience in accounts receivable or a similar role, with experience in merchandise returns preferred. 

  - Proficiency in accounting software and Microsoft Office Suite (Excel, Word). 

  - Strong attention to detail and accuracy. 

  - Excellent communication and interpersonal skills. 

  - Ability to handle multiple tasks and meet deadlines. 

  - Problem-solving skills and a proactive approach to resolving issues. 

Physical Requirements: 

- Ability to sit for extended periods. 

- Light lifting of accounting files and documents. 

 

**Working Conditions/Environment** 

- Office environment. 

- Full-time position. 

- May require occasional overtime during peak periods (e.g., month-end, year-end).