Senior Accounts Receivable Coordinator

About Shah Trading Company

Our client, Shah Trading Company, is an established Canadian food processing, packaging, importing, and distribution company serving customers across Canada and North America. With a broad portfolio of grains, pulses, beans, spices, nuts, dried fruits, and other food products, we operate in a fast-paced environment where quality, service, operational excellence, and long-term customer relationships are central to our success.

We are currently seeking an experienced Senior Accounts Receivable Coordinator to join our Finance team at our Scarborough Head Office.

The Role

The Senior Accounts Receivable Coordinator is responsible for coordinating and managing the day-to-day accounts receivable activities of Shah Trading Company, including collections, cash application, customer account reconciliations, deductions, credit balances, reporting, and month-end support.

This position plays an important role in maintaining healthy cash flow, reducing overdue receivables, resolving customer account discrepancies, and ensuring the accuracy of AR records.

The successful candidate will work closely with customers as well as our Finance, Sales, Customer Service, and other internal teams to ensure receivables are collected accurately and within agreed payment terms.

Key Responsibilities

Accounts Receivable & Cash Application

• Manage full-cycle accounts receivable activities, including cash application, credits, adjustments, reconciliations, and collection follow-up.
• Apply customer payments, deductions, credits, and adjustments accurately and promptly in Microsoft Business Central.
• Investigate unidentified or unapplied payments and ensure timely resolution.
• Maintain accurate and current customer account balances.
• Review and resolve customer credit balances as required.

Large Chain Account Management

• Manage accounts receivable activity for assigned large chain, retail, grocery, foodservice, and wholesale customers.
• Monitor customer portals for debit/credit notes, deductions, disputes, payment status, remittance details, and required documentation.
• Track and coordinate resolution of customer disputes through portals, emails, and direct customer communication.
• Understand and manage common large-account issues such as short payments, trade deductions, rebates, promotions, chargebacks, proof of delivery requests, missing invoices, unauthorized deductions, credit/debit notes and pricing claims.
• Work with internal teams to gather backup documentation required to clear customer disputes and release payments.
• Ensure customer issues are followed through to resolution and not left open without action.

Rebates, Credit Notes & Debit Notes

• Ensure customer rebates are posted accurately and in accordance with approved agreements.
• Review customer deductions and validate against contracts, rebate agreements, promotions, and supporting documentation.
• Coordinate timely issuance of credit notes and debit notes after proper verification and approval.
• Track open credit/debit note requests and ensure they are completed within expected timelines.
• Escalate unusual or unsupported deductions to management for review.

Collections

• Contact customers regarding outstanding invoices, payment commitments, disputes, and account status.
• Prioritize collection activities based on aging, dollar value, customer risk, and business impact.
• Escalate significantly overdue accounts and collection risks to Finance management.
• Maintain accurate documentation of collection activities and customer commitments.
• Support initiatives to reduce DSO, by focusing on 30-, 60- and 90-day overdue receivables and improve overall collection performance.

Customer Account Reconciliations

• Reconcile customer accounts and investigate missing payments, short payments, duplicate transactions, outstanding credits, and other discrepancies.
• Prepare and issue customer statements according to established schedules.
• Respond to customer requests for invoices, credit notes, statements, proof of delivery, and supporting documentation.
• Prepare clear analysis of overdue receivables, disputed balances, and collection actions taken.
• Work collaboratively with internal teams to resolve customer account issues.

Customer Deductions & Trade Spend

• Monitor and investigate customer deductions, chargebacks, shortages, pricing claims, promotional deductions, and other discrepancies.
• Coordinate with Sales, Order Desk, Logistics, Quality, Warehousing, and Finance to obtain required supporting documentation and approvals.
• Track outstanding deductions through to resolution.
• Identify recurring deduction trends and communicate significant issues to management.
• Support trade spend reconciliation and reporting where required.

AR Reporting & Cash Flow Support

• Track customer aging reports closely and provide weekly updates on overdue and disputed invoices.
• Provide updates regarding overdue accounts, customer disputes, collection risks, and expected payments.
• Support cash flow forecasting by providing accurate information regarding expected customer receipts.
• Monitor AR performance indicators, including Days Sales Outstanding (DSO), aging trends, overdue balances, and deductions.

Month-End & Audit Support

• Support month-end and year-end Finance closing activities relating to accounts receivable.
• Review AR balances, unapplied cash, customer credits, deductions, and other reconciling items.
• Prepare supporting schedules and documentation for financial reporting.
• Assist with year-end financial audits, HST reviews, internal reviews, and other audit requirements.

Process Improvement

• Identify opportunities to improve collections, cash application, reporting, and AR processes.
• Identify recurring issues causing delayed collections or customer disputes.
• Assist in maintaining documented AR procedures and internal controls.
• Support effective utilization of Microsoft Business Central.
• Participate in Finance process-improvement, automation, reporting, and data-cleaning initiatives.
• Provide guidance and cross-training to other AR or Finance team members when required.

What You Bring

• Post-secondary education in Accounting, Finance, Business Administration, or a related discipline.
• Minimum 5 years of Accounts Receivable experience.
• Experience in manufacturing, food processing, distribution, consumer packaged goods, or another high-volume customer environment is preferred.
• Experience managing large chain, retail, grocery, foodservice, wholesale, or major customer accounts strongly preferred.
• Experience with customer portals, deductions, rebates, credit/debit notes, and remittance matching is strongly preferred.
• Strong knowledge of full-cycle accounts receivable processes.
• Demonstrated experience with collections, aging reports, account reconciliation, customer deductions, and cash application.
• Experience supporting month-end financial processes.
• Experience with ERP systems; Microsoft Business Central experience is strongly preferred.
• Strong Microsoft Excel skills.
• Strong analytical, prioritization and problem-solving capabilities.
• Excellent attention to detail and commitment to accuracy.
• Strong organization and time-management skills with the ability to manage competing deadlines.
• Excellent written and verbal communication skills.
• Professional and confident communication when dealing with customers regarding outstanding accounts or disputes.
• Ability to work independently while collaborating effectively across Finance, Sales, Customer Service, and other departments.
• Sharp, organized, and detail oriented.
• Strong follow-up discipline and sense of ownership.
• Team player with a process improvement mindset.