Position: Accounts Receivable (AR) Analyst

Department: Finance / Accounting
Reports to: Accounts Receivable Supervisor or Coordinator

Job Objective

The Accounts Receivable (AR) Analyst – Retail Industry is responsible for managing the end-to-end AR process, ensuring accurate and timely processing of customer payments, and maintaining financial health through efficient collections and account management. This role demands a deep understanding of retail operations, high transaction volumes, and the ability to collaborate effectively across departments.

Key Responsibilities

1. Data Entry and Recording:
   • Process high volumes of invoices and payments from retail customers, including distributors, wholesalers, and direct-to-consumer channels.
   • Accurately enter returns and credit notes into the accounting system or ERP.
   • Reconcile payment discrepancies related to retail promotions, discounts, and returns.
   • Manage chargebacks and deductions specific to the retail sector, ensuring proper documentation and resolution
   • Verify that all returns are properly supported by documentation, such as invoices, authorizations, and receipts.
2. Customer Account Maintenance:
   •      Monitor customer accounts for overdue balances and implement proactive collection strategies.
   • Resolve billing disputes by collaborating with sales, customer service, and retail partners.
   • Ensure customer credit limits align with company policies and retail dynamics.

3. Review and Validation:
   • Contact clients to secure timely payments.
   • Ensure that returns comply with company policies and customer agreements.
   • Maintain detailed records of communication with customers and follow up on payment commitments.
   • Investigate and resolve discrepancies in returns and credit notes, escalating complex cases when necessary.
4. Reconciliations:
   • Perform regular reconciliations of accounts receivable to ensure are correctly reflected in customer balances.
   • Identify and resolve variances between system records and customer-reported balances.
5. Follow-up:
   • Monitor the status of pending returns for approval or processing.
   • Address and resolve incomplete or rejected returns, ensuring proper documentation and resolution.
6. Communication and Support:
   • Work closely with cross-functional teams, including sales, supply chain, and retail operations, to address AR-related issues.
   • Support financial audits by providing retail-specific AR documentation and reconciliations.
7. Compliance:
   • Ensure compliance with company policies and tax regulations in the processing of returns (e.g., issuing credit notes in line with legal requirements).
   • Keep processes and documentation up to date with current regulations.

Requirements

Education:

• High school diploma or technical certification in accounting, administration, or related fields.
• Preferred: Basic training or knowledge in accounting or accounts receivable.

Experience:

• 3-5 of experience in accounts receivable, credit control, or a similar role, preferably in the retail industry.
• Indispensable experience with ERP systems SAP.

Technical Knowledge:

• Basic understanding of accounting and account reconciliation.
• Familiarity with return processes and credit note issuance.
• Proficiency in Microsoft Excel and other office tools.

Skills:

• Strong understanding of retail business models, and e-commerce operations.
• Exceptional problem-solving skills with attention to detail and accuracy.
• Proficiency in Microsoft Excel (pivot tables, VLOOKUP, etc.) and financial reporting tools.
• Effective communication and negotiation skills to manage retail client relationships.
• Ability to work in a fast-paced retail environment with fluctuating transaction volumes.