Accounting Support Specialist

Job Title

Accounting Support Specialist

Corporate Finance

Accounting Manager

Salaried Exempt

The Accounting Support Specialist coordinates return merchandise authorization (RMA) activity, researching customer orders, submitting return requests to vendors, tracking related credits, and supporting accurate customer credit processing. The role works closely 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. It also supports general accounting activities, reporting, documentation, and special projects as needed.

• Maintain strong working knowledge of the company’s ERP system to research customer orders, returns, cancellations, purchase orders, vendor information, and related transaction details.
• Manage the daily workload for customer return requests by validating required information, gathering supporting documentation, and submitting complete requests to vendors on time.
• Coordinate with sales, support teams, vendors, customers, and shipping providers to facilitate equipment returns, obtain return labels, estimate shipping costs, and arrange shipments when needed.
• Process customer credits related to returned equipment after confirming applicable vendor credits and supporting documentation.
• Reconcile vendor credits to customer orders to confirm that the appropriate credit has been received.
• Review and research prorated vendor credits and work with the sales team to determine the appropriate amount to credit back to the customer.
• Research orders to identify the appropriate purchase order, vendor, and credit amounts required to support return requests.
• Enter and process customer and vendor credit activity in the accounting system, maintaining an understanding of inventory and cost accounts for accurate financial posting.
• Communicate new customer account credits to the accounts receivable team as needed.
• Update return case records and related customer order and purchase order notes in company systems to provide visibility to internal teams and 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 related inquiries.
• Demonstrate professionalism and support the organization’s mission and values through consistent, ethical, and service‑oriented behavior.
• Maintain a working knowledge of applicable federal, state, and local laws, regulations, company policies, and procedures to support compliant, ethical, and professional business practices.
• Provide responsive, customer‑focused support to internal and external stakeholders.

This job has no supervisory responsibilities.

• High school diploma or equivalent required.
• 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.
• Self‑motivated and highly organized, with strong administrative, interpersonal, communication, documentation, and planning skills.
• Strong problem‑solving skills, sound judgment, and the ability to understand end‑to‑end business processes.
• Ability to…