Accounting Support Specialist

Job Description

Job Title:         Accounting Support Specialist

Department:    Corporate Finance

Reports To:     Accounting Manager

FLSA Status:   Salaried Exempt

Summary

The Accounting Support Specialist is responsible for coordinating return merchandise authorization (RMA) activity, including researching customer orders, submitting return requests to vendors, tracking related credits, and supporting accurate customer credit processing. This role works closely with sales, operations, accounts payable, accounts receivable, vendors, and customers to help 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.

Essential Duties and Responsibilities

• Maintains a strong working knowledge of the company’s enterprise resource planning system to research customer orders, returns, cancellations, purchase orders, vendor information, and related transaction details.

• Manages the daily workload for customer return requests by validating required information, gathering supporting documentation, and submitting complete requests to vendors in a timely manner.

• Coordinates with sales and support teams, vendors, customers, and shipping providers to facilitate equipment returns, including obtaining return labels, estimating return shipping costs, and arranging shipments when needed.

• Processes customer credits related to returned equipment after confirming applicable vendor credits and supporting documentation.

• Reconciles vendor credits to customer orders to confirm that the appropriate credit has been received.
• Reviews and researches prorated vendor credits and works with the sales team to determine the appropriate amount to credit back to the customer.
• Researches orders to identify the appropriate purchase order, vendor, and credit amounts required to support return requests.

• Enters and processes customer and vendor credit activity in the accounting system, maintaining an understanding of inventory and cost accounts to support accurate financial posting. Communicates new customer account credits to the accounts receivable team as needed.

• Updates 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.

• Maintains process documentation and prepares communications, guidance, and reference materials to improve efficiency and consistency across departments.

• Prepares month-end reporting for open return requests and records material items as needed to support accurate financial reporting.

• Reconciles replacement orders, vendor credits, and replacement vendor invoices while coordinating with other finance functions, including accounts payable.

• Researches incoming vendor credits and works with internal support teams or vendors to resolve discrepancies or obtain additional information when necessary.

• Resolves billing errors, duplicate shipments, and other return-related issues by coordinating with accounts payable, sales support, operations, and vendors.

• Supports ad hoc projects for the General Accounting team and Accounting Manager as needed.

• Assists with internal and external audit requests by preparing supporting documentation and responding to related inquiries.

• Demonstrates professionalism and supports the organization’s mission and values through consistent, ethical, and service-oriented behavior.

• Maintains a working knowledge of applicable federal, state, and local laws, regulations, company policies, and procedures to support compliant, ethical, and professional business practices.

• Provides responsive, customer-focused support to internal and external stakeholders.

Supervisory Responsibilities    

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions