Accounting Support Specialist

Overview

The Accounting Support Specialist is responsible for coordinating return merchandise authorization (RMA) activities, including researching customer orders, submitting return requests to vendors, tracking related credits, and supporting accurate customer credit processing. This role collaborates with sales, operations, accounts payable, accounts receivable, vendors, and customers to ensure returns and credits are processed accurately, timely, and in accordance with company procedures. The position also supports general accounting activities, reporting, documentation, and special projects as needed.

Responsibilities

• Maintain a strong working knowledge of the enterprise resource planning system to research customer orders, returns, cancellations, purchase orders, vendor information, and related transaction details.
• Manage daily workload for customer return requests by validating required information, gathering supporting documentation, and submitting complete requests to vendors promptly.
• Coordinate with sales and support teams, vendors, customers, and shipping providers to facilitate equipment returns, including obtaining return labels, estimating shipping costs, and arranging shipments when necessary.
• Process customer credits related to returned equipment after confirming applicable vendor credits and supporting documentation.
• Reconcile vendor credits to customer orders to confirm appropriate credit receipt.
• Review and research prorated vendor credits and collaborate with the sales team to determine the correct amount to credit back to customers.
• Research orders to identify appropriate purchase orders, vendors, and credit amounts required to support return requests.
• Enter and process customer and vendor credit activity in the accounting system, maintaining understanding of inventory and cost accounts to support accurate financial posting; communicate new customer account credits to accounts receivable as needed.
• Update return case records and related customer order and purchase order notes in company systems to provide visibility to internal teams and help prevent billing errors.
• Maintain process documentation and prepare communications, guidance, and reference materials to improve efficiency and consistency across departments.
• Prepare month-end reporting for open return requests and record material items as needed to support accurate financial reporting.
• Reconcile replacement orders, vendor credits, and replacement vendor invoices while coordinating with other finance functions, including accounts payable.
• Research incoming vendor credits and work with internal support teams or vendors to resolve discrepancies or obtain additional information when necessary.
• Resolve billing errors, duplicate shipments, and other return-related issues by coordinating with accounts payable, sales support, operations, and vendors.
• Support ad hoc projects for the General Accounting team and Accounting Manager as needed.
• Assist with internal and external audit requests by preparing supporting documentation and responding to inquiries.
• Maintain professionalism and support ethical, service-oriented behavior.
• Stay informed of applicable federal, state, and local laws, regulations, company policies, and procedures to support compliant and professional business practices.
• Provide responsive, customer-focused support to internal and external stakeholders.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Qualifications

Education

• High school diploma or equivalent required.

Experience and Technical Requirements

• Minimum of two years of experience in accounting support, order management, customer service, operations support, or a related field preferred.
• Proficiency with Microsoft Office applications, including Excel, Outlook, and Word.

Certifications

• None required.

Skills and Abilities

• Self-motivated and highly organized with strong administrative and interpersonal skills.
• Strong communication, documentation, and planning skills.
• Strong problem-solving skills, sound judgment, and ability to understand end-to-end business processes.
• Ability to collaborate effectively across functional teams and with external business partners.
• Ability to follow through on tasks, projects, and issue resolution with limited supervision.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.

Physical Demands

• Regularly required to sit, talk, see, hear, and use hands and arms.
• Occasionally required to stand, move about, climb steps, balance, stoop, kneel, crouch, or crawl.
• Must occasionally lift and/or move up to 10 pounds.

Compensation and Benefits

• Salary range: $50,000 - $55,000 annually.

Equal Opportunity Statement

The employer is an Equal Opportunity Employer committed to employing individuals qualified by education, training, experience, and demonstrated performance. Discrimination based on race, color, religion, national origin, gender, sexual orientation, marital status, age, height, weight, disability, veteran status, or any other reason prohibited by applicable federal or state laws is not tolerated.