Senior Accounts Receivable Specialist, Majors

Who We Are:

Archipelago Companies, a portfolio of highly successful consumer lifestyle brands, is seeking a talented and passionate individual with an entrepreneurial mindset to join our team. Our brands, including OluKai, Melin, Roark, and Tradewind Services are leaders in their respective markets, offering high-quality products and authentic marketing stories direct to consumers. At Archipelago Companies, we pride ourselves on our commitment to integrity, and we strive to create a culture of excellence in everything we do. If you are a driven and innovative individual with a passion for consumer brands, we invite you to apply for our open position and become a part of our dynamic and growing team.

About The Role:

AR is one of the company’s largest assets and the Senior Accounts Receivable Specialist plays a very important role in helping the company achieve its collection goals.  We are looking for a talented individual who shares values of accountability, responsiveness, teamwork and a positive attitude.

We are seeking a highly skilled and experienced Senior Accounts Receivable Specialist to own our Majors and national account portfolio across all Archipelago entities (OluKai, Melin, Roark, Amble).  Accounts receivable is the Company’s largest current asset, and this position exists to convert that asset to cash on terms while defending it from erosion — by owning collections, credit monitoring, and chargeback and deduction recovery for the assigned portfolio, and by surfacing the operational root causes behind preventable deductions to the teams that can eliminate them.  The portfolio includes EDI chain accounts such as Nordstrom, Tommy Bahama, REI, Dick’s Sporting Goods, Zappos and Bass Pro Shop, plus assigned Off-Price accounts such as T.J. Maxx and Marshalls; this role does not include EU collections responsibility.  The ideal candidate will have a strong background in accounts receivable management, vendor compliance and EDI chargeback resolution, exceptional attention to detail, and the ability to work effectively in a fast-paced environment.

Responsibilities include but are not limited to:

• Own end-to-end collections for the assigned Majors and national account portfolio, including EDI chain accounts (e.g., Nordstrom, Tommy Bahama, REI, Dick’s Sporting Goods, Zappos, Bass Pro Shop) and assigned Off-Price accounts (e.g., T.J. Maxx, Nordstrom Rack) across all Archipelago entities.
• Execute a documented schedule of collection communications cadence in YayPay (for non Majors), including proactive pre-due-date outreach on the largest exposures, and secure and track written payment commitments.
• Generate and work aging reports daily, make outbound collection calls, and log every customer contact and commitment in Full Circle the same business day.
• Monitor customer accounts to identify and resolve any discrepancies or issues in a timely manner.
• Work with sales reps on special accounts, accounts unresponsive to calls, and past due balances, and coordinate with the Director of AR and Credit and sales reps before placing any account with a third-party collections agency.
• Research and validate every retailer chargeback and deduction against source documentation, including purchase order, routing guide, ASN, bill of lading, packing list, proof of delivery, and price or allowance agreement.
• Dispute invalid deductions inside each retailer’s stated dispute window through the applicable vendor portal, building and defending a documented dispute position.
• Clear or route valid deductions for approved write-off so that aged unapplied deductions do not distort the AR aging.
• Process credit memos for RNC, Loss and Defect, and for approved deduction and allowance adjustments.
• Reconcile assigned customer accounts monthly, tying customer remittance advice and retailer vendor portal detail to Full Circle AR.
• Research and clear unapplied cash, short pays and on-account credits so that unapplied cash on the assigned portfolio is resolved timely.
• Apply customer payments and support customer enablement on the Direct Pay portal and PayPal, process credit card payments, and assist customers with lockbox payment information.
• Provide quarterly account reconciliations on Majors to the Director of AR and Credit, and support month-end and quarter-end close requirements.
• Monitor assigned accounts for deteriorating payment behavior, credit limit utilization and distress signals, including bankruptcy or restructuring filings, store closures, chronic short pays and requests for extended terms.
• Deliver a written watch list to the Director of AR and Credit and the VP of Accounting monthly, with a recommended action for each flagged account.
• Supply the aging and collectability detail supporting the quarterly allowance for credit losses analysis, and provide documentation and supporting schedules for internal and external audits.
• Partner with Sales, Customer Service, Distribution Center operations and the EDI team to resolve invoicing inquiries and disputes and to eliminate the operational errors that generate chargebacks.
• Report recurring routing, labeling, ASN and vendor compliance failures to the Warehouse Manager and Director of Operations no less than monthly, quantified in dollars, so that preventable deduction dollars trend down period over period.
• Maintain current desk procedures for the assigned portfolio, including retailer-specific dispute requirements, portal access and escalation contacts.
• Serve as backup and technical resource for other members of the AR team, and represent the Company in industry credit groups.

Qualifications, Skills, Experience:

• Bachelor’s degree in accounting, finance or related field required.
• Proven experience as an Accounts Receivable Specialist, preferably in a senior capacity.
• 5+ years of progressive business-to-business accounts receivable and collections experience required, in a wholesale, footwear or apparel company or similar industry; large chain retail (Majors) or Off-Price account experience strongly preferred.
• Demonstrated hands-on experience researching, disputing and recovering retailer chargebacks and deductions, including vendor compliance, shortages, pricing, allowances, markdowns, co-op and freight claims.
• Working knowledge of EDI-based order-to-cash transaction flow and retailer routing and vendor compliance guide requirements (e.g., ASN generation, routing guides, retailer chargeback portals).
• Experience navigating retailer vendor portals and accounts payable dispute platforms.
• Strong understanding of accounting principles applicable to accounts receivable, including cash application, credit memos and adjustments, collection practices, and month-end close requirements.
• Intermediate to advanced Microsoft Excel skills (pivot tables, lookup functions, SUMIFS, text and date functions) and the ability to reconcile large data sets.
• Experience with an integrated ERP and an AR automation or collections platform; Full Circle and YayPay experience preferred.
• Excellent attention to detail and accuracy, with the ability to build and defend a documented dispute position.
• Strong written and verbal communication skills, with the professional presence to interact directly with retailer accounts payable, vendor compliance and internal Sales leadership.
• Strong analytical and problem-solving skills, with the ability to work independently, prioritize a high-volume portfolio and consistently meet month-end and dispute window deadlines.
• Strong relationship builder with customers and sales reps.

Technical Proficiencies Required

• Full Circle (ERP): AR module, customer master, credit memo and adjustment entry
• YayPay: collections workflow, dunning cadence and portfolio reporting
• Retailer vendor portals and EDI-based dispute submission
• Direct Pay portal and PayPal: cash application and customer enablement
• Microsoft Excel: reconciliation of large data sets, pivot tables and lookup functions

Location & Office Structure: This is an in-office hybrid position, mandatory 4 days per week in office Monday through Thursday at our Irvine, CA location and option to work from home on Fridays.  Subject to change without notice as per company guidelines.  

Standard hours are from 8 a.m.-5 p.m., however the role may require occasional overtime during peak periods, such as month-end, year-end, audit.  This role will involve working with vendors and other members of the companies.

Compensation: The hourly pay range for this position is $30.00 - $35.00; pay rate is based on the experience that you bring to the position.

Benefits and Perks:

• Complimentary chef prepared breakfast and lunch provided Monday - Thursday
• Generous product gift program and all brand discounts
• Company bonus program
• 5 year and 10 year Anniversary gifts to desirable destinations
• Wellness program, including but not limited to in-office gym and group fitness classes
• Medical, Dental, Vision insurance in accordance with plan guidelines
• Company paid life insurance
• 401k with employer match in accordance with plan guidelines
• 15 Days of PTO plus one additional day of PTO every year on your anniversary and 3 Floating Holidays per year
• Paid beach and giveback days, bi annual team building events and other in person celebrations
• Work with talented and great people who share a love of the ocean lifestyle

Archipelago Companies values a diverse, inclusive, and entrepreneurial workforce and culture, and we provide equal employment opportunity for all applicants and employees. All qualified applicants for employment will be considered without regard to an individual’s race, color, sex, gender identity, gender expression, religion, age, national origin or ancestry, citizenship, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local laws. If you are unable to submit your application because of incompatible assistive technology or a disability, please contact us at hr@arch-cos.com. Archipelago will reasonably accommodate qualified individuals with disabilities to the extent required by applicable law.