Accounting Associate - Receivables

Position Description

POSITION TITLE: Accounting Associate - Receivables DEPARTMENT: Accounting

CLASSIFICATION: EXEMPT : FULL TIME

SALARY: $56,500 Depending on experience

PREPARED BY: Human Resources

POSITION REPORTS TO: Corporate Controller

POSITION SUPERVISED: None

COMPANY OVERVIEW:

At Farm Fresh Direct we are proud to be grower-owned and dedicated to providing quality products to our customers. With a focus on growing strong, we prioritize regional diversity and support our growers in delivering exceptional produce. Our commitment to excellence drives everything we do, from cultivation to customer service. cultivation to customer service.

POSITION PURPOSE:

We are seeking a detail-oriented Accounts Receivable Specialist to support customer billing, collections, account reconciliation, and adjustment processing for our company. This role handles a high volume of customer invoices and adjustments involving both domestic and international shipments.

ESSENTIAL FUNCTIONS:

Customer Billing and Invoicing

• Prepare, review, post, and distribute customer invoices for potato sales, freight charges, service charges, and other billable items.
• Verify invoice accuracy against sales orders, customer pricing agreements, purchase orders, bills of lading, packing lists, scale tickets, shipment weights, delivery confirmations, and other supporting documentation.
• Confirm that invoices reflect the correct customer, ship-to location, commodity, variety, grade, pack style, quantity, net weight, unit price, freight terms, taxes, payment terms, and applicable discounts.
• Maintain complete electronic and/or physical documentation supporting each invoice, credit memo, debit memo, adjustment, deduction, and customer claim.

· Review and invoice sales orders daily, including product and packaging orders for Expo, LLC, and send invoices to customers.

Adjustments, Credits, and Deductions

• Research, document, and process a high volume of accounts receivable adjustments related to produce sales and transportation activity.
• Review customer deductions, short payments, debit memos, chargebacks, and claims to determine whether they are valid, supported, and properly authorized before processing.
• Process approved credit memos, price adjustments, freight corrections, quantity or weight corrections, return credits, quality claims, shortage claims, rejected-load claims, allowances, rebates, commissions, promotional credits, and other authorized adjustments.
• Investigate differences between invoiced and received amounts, including pricing discrepancies, contract-price changes, incorrect freight charges, duplicate billing, incorrect weights, shipment shortages, late-delivery claims, and quality-related deductions.
• Obtain appropriate support and approvals from Sales, Logistics, Quality Assurance, Operations, management, or other authorized personnel before recording material adjustments.
• Identify recurring deductions or adjustment trends and communicate root-cause issues to management, Sales, Operations, Logistics, or Quality teams.
• Assist in improving processes that reduce billing errors, prevent avoidable customer deductions, and improve collection timing.
• Prepare and send customer statements, invoice copies, account reconciliations, and other requested documentation.

Reconciliation and Reporting

• Review aging reports for accuracy and identify unapplied cash, unapplied credits, unresolved deductions, disputed balances, and unusual account activity.
• May prepare periodic reports and other records as requested by the Controller (supervisor) and/or the CFO.

Cross-Functional Coordination

• Partner with Sales to validate customer pricing, contracts, rebates, commissions, promotions, and deductions.
• Partner with Logistics and Transportation to resolve freight discrepancies, shipment shortages, delivery issues, detention-related charges, and proof-of-delivery questions.
• Assist with process improvements, ERP enhancements, reporting automation, customer portal requirements, and standardization of AR procedures.
• Coordinate workflow between packing sheds, the sales force, and all applicable in the accounting department.
• Cross training with the other Accounting sub-departments to the extent that functionality will remain by being able to cover in the absence of other Accounting staff.

EDUCATION/CERTIFICATION/FORMAL TRAINING:

Two or more years of accounts receivable, billing, cash application, collections, accounting, or related experience preferred

Bachelor's degree preferred, but not required

SKILLS AND ABILITIES:

Ability to communicate effectively and work collaboratively with various audiences

Excellent time management and priority-setting skills

Detail-oriented mindset with strong analytical problem-solving abilities

Ability to effectively present information and respond to questions from managers and customers

Ability to solve practical problems and deal with a variety of concrete variables in critical situations

Demonstrate proficiency in Microsoft Excel and data management

SUPERVISORY DUTIES:

Not applicable

WORKING ENVIRONMENT:

Traditional work-week hours to be discussed with Supervisor. Be accessible during select weekends and evenings as opportunities arise.

Pay: $56,500.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible spending account
• Health insurance
• Health savings account
• Opportunities for advancement
• Paid time off

Work Location: In person