AR Operations Manager

COMPANY OVERVIEW

Bioworld Merchandising is a leading design and distribution company of licensed and private label apparel, headwear & accessories to all retail channels. We collaborate with some of the most widely recognized brand and retail partners in the world. Employees of Bioworld consider it to be an honor and a privilege to be part of the hottest, most creative, dynamic company in the industry! We are seeking skilled candidates who are excited to join this amazing team!

We Believe in Great Brands: Our goal is to translate the brand story into product that is as innovative and distinctive as the brand itself.

Creative Culture: Our multi-disciplinary team brings to our brand partners a unique mix of creative product design paired with merchandising expertise. We prize collaboration and believe innovation comes from a diversity of creative ideas.

We are the Market: Our team believes in full immersion to gain insight into retail markets, contemporary culture and consumer reaction.

POSITION OVERVIEW

We are seeking an AR Operations Manager to lead the company’s chargeback and deduction management, billing, and cash application processes, and to provide back-up support to Credit and Collections. The role begins with a primary focus on chargebacks and deductions and will expand to include billing, cash application, and Credit and Collections support. This role ensures customer deductions are accurately reviewed, researched, disputed, and resolved in a timely manner; invoices are accurate and meet retailer requirements; and cash is applied correctly and on time. The Manager monitors AR KPIs daily and proactively resolves issues that impact performance, partners with Sales, Customer Service, Logistics, Credit and Collections, and Retailer teams, and helps minimize revenue loss by identifying recurring issues and improving processes. This is a hands-on, working manager role. In addition to leading and developing the team, the Manager will work alongside the team on day-to-day research and next steps, engage directly with customers, escalate issues to internal stakeholders, and process adjustments as needed.

QUALIFICATIONS

• Strong communication, customer service, analytical, problem-solving, and time management skills; able to prioritize and manage multiple tasks across teams.

• Strong B2B chargeback and deduction background, with in-depth knowledge of retail compliance, including vendor compliance manuals, vendor agreements, routing guides, and deduction codes (e.g., shortages, OTIF, ASN, labeling, co-op/allowances).

• Hands-on experience in billing, credit memos, and cash application, including retailer portal requirements, remittance research, and deduction coding.

• Working knowledge of credit and collections processes, including credit holds and releases and customer account reconciliation.

• Prior management or supervisory experience, with a willingness to lead by example in a hands-on role.

• Proven process improvement experience, including identifying inefficiencies and implementing controls to reduce chargebacks, and using AI-driven and automation tools (e.g., deduction management or recovery platforms).

• Advanced Excel and Microsoft Office skills, ERP experience (Microsoft Business Central preferred), and retailer web portals; able to build KPI dashboards and trend reporting (Power BI a plus).

ESSENTIAL DUTIES INCLUDING BUT NOT LIMITED TO

• Manage and prioritize daily AR operations across chargebacks/deductions, billing, and cash application, working alongside the team on research, next steps, and resolution; train team members, update SOPs, and cross train regularly.

• Monitor AR KPIs daily (e.g., days to bill, dispute win rate, days to apply cash, accuracy, unapplied cash / credit memos / refunds) and help identify and resolve delays.

• Oversee chargeback and deduction management, including timely disputes, root cause analysis, Vendor Recovery and allowance tracking, allowance accruals (including VA Forms submitted), and keeping customer profiles current with vendor agreement and compliance manual changes.

• Oversee billing to ensure invoices, credit memos, and retailer portal submissions are accurate, timely, and compliant with retailer requirements; review and approve credit memo requests and adjustments within authority limits, escalating larger items for approval.

• Oversee cash application, audit adjustments and deduction coding, and train the Cash Application team on proper deduction identification, coding, and handling.

• Provide back-up support to Credit and Collections, including credit releases, credit card customer communication, and resolving open balances that impact customer accounts.

• Partner with Sales, Customer Service, warehouse, logistics, accounting, and retailers to resolve claims and AR issues; escalate to internal stakeholders as needed.

• Lead process improvement and automation initiatives across AR to reduce chargebacks, billing errors, and unapplied cash.

• Support month-end close, including AR and deduction reconciliations, aging, and reserve analysis.

• Ad Hoc reporting and projects.

EDUCATION REQUIREMENTS

• Bachelor’s Degree in Accounting, Finance or Business or relevant field experience.

• 3-5 years’ experience in chargeback/deduction management, billing, collections, credit, and cash application, with a strong focus on retail compliance, including 1-2 years in a supervisory or management role.

BUSINESS HOURS

Hours of operation: Monday-Friday: 8:30am – 5:30pm; Four days in office and one day remote.