AR Specialist – Level I

Petaluma, CA Full-time

Hydrofarm is a leading distributor and manufacturer of hydroponics equipment and supplies for controlled environment agriculture, including high-intensity grow lights, climate control solutions, and growing media, as well as a broad portfolio of innovative and proprietary branded products.

For over 40 years, Hydrofarm has helped growers make growing easier and more productive. And while we have been around for over four decades, we’re not done yet! We continue to grow and expand our operations - bringing the best talent and capabilities to keep pace with our aspirations in the market.

Our mission is to empower growers, farmers and cultivators with products that enable greater quality, efficiency, consistency, and speed in their grow projects.

We believe that people matter most - because is our people drive our business, engage with our customers and continue transform our company.

Cash Management:

·       Payment Application on Customer accounts

  • Perform collection activities to ensure invoices are paid on time
  • Conduct account research and analysis
  • Ensure that receivables are paid within the customer’s credit terms
  • Process and post payments daily to the appropriate customer accounts
  • Work with all necessary departments to address customer billing inquiries in a timely manner
  • Works with accounting team to research and resolve customer deductions and short-pays
  • Process Customer Rebates

Account Set-up Management:

·       Review of applications

·       Validate complete set of documents were received before onboarding accounts

·       Validate information entered by Salesrep in Salesforce is complete and accurate before account approval

·       Complete final set-up of account in AX

Tax Certificates Management

·       Will work with AR Team and Accounting Associate to ensure all AR customers are up to date with Tax Certificates.

·       Will Create new and update account profiles in CertCapture for Certificates

·       Will assist on Sales Tax projects

Shipped Not Invoiced Management

·       Will process daily Shipped not Invoiced orders from report

·       Will work with DC Mangers, Customer Service and IT to clear orders stuck in error status

·       Will manage payment process or all credit card invoices created in daily SNI

Amazon Account Management

·       Account’s reconciliations

·       Short Claim Disputes

·       Chargeback Disputes

·       File Cases

·       Returns claims and reconciliations

·       Co-op repayments disputes

·       Amazon periodic analytics

·       Work with EDI, Customer Service and Sales teams to ensure all invoice errors are fixed

InterCo Accounts Management

·       Will process all manual invoicing requests

·       Will ensure AR agings are sent on a monthly basis

·       Will ensure full investigation and completeness of all Pricing and Shipping discrepancies

·       Will process payment requests with corresponding entities

·       Will post payments and reconcile all InterCo accounts

AR SOPs Maintenance

·       Will assist in creating new AR SOPs

·       Will assist in updating existing AR SOPs

·       Will assist in maintaining a clean library of AR SOPs


·       Manage Assigned Customer Accounts once full AR training has been completed based on AR Supervisor assessment.

AR Backup Support

·       Will fill in for AR Specialist during shortage of coverage

Responsible of full closure and reconciliation of AR Balances relating to shipping discrepancies

·       Will work with AR Team to identify shipping discrepancy balances on AR Aging and will maintain RA Shipping Discrepancy Log

·       Will work with RA Team to ensure investigation was completed and credits have been issued

·       Will ensure RA denied shipping claims have complete set of documents for repayment requests

Audit Support

·       Will prepare complete AR Audit Sample packets to be revied by AR Supervisors

Assists with projects assigned by AR Supervisor

Work in conjunction with AR Supervisor on ERP implementations

· Minimum 2 years of AR and collection experience
· Experience with automated accounting systems
· Ability to work well under pressure and prioritize accordingly
· Flexibility to accommodate changing needs of a growing company
· Excellent verbal and written communication skills
· Works independently and has good organization skills
· Proficient with Excel, MS Office, Outlook, 10 Key by touch and Microsoft Dynamics AX a plus

Please visit our careers page to see more job opportunities.

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