What are the responsibilities and job description for the Account Reconciliation Specialist position at Buyers Edge Platform?
The Account Reconciliation Specialist manages claims related to damaged, spoiled, or substandard fresh produce while overseeing financial reconciliation of supplier and vendor accounts. This hybrid role ensures both quality standards and financial accuracy are maintained across the supply chain. It requires strong knowledge of produce quality control, accounting principles, claims resolution, and vendor management, along with excellent communication skills.
Who we are:
Fresh Alliance, a Buyers Edge Platform brand, provides fresh produce procurement, distribution, and category management services to foodservice operators across North America. Drawing on more than 50 years of fresh category experience, we work with a network of premium grower-shippers, processors, and specialty distributors to help clients access high-quality produce at competitive prices.
Our services span sourcing and contracting, supply chain and logistics, food safety and quality assurance, technology, billing, implementation, and pricing support. Together, these capabilities help restaurants, schools, healthcare organizations, and other foodservice clients manage their produce programs with greater confidence and efficiency.
Your impact:
Claims Management:
•Receive, investigate, and process produce quality claims from internal departments and external customers
•Inspect product issues such as spoilage, mislabeling, or incorrect shipments.
•Document and file claims with suppliers and transportation partners using clear evidence (photos, reports, etc.).
•Request additional information (USDA inspection, pulp temps, etc.) as needed
•Track claim resolution status and ensure timely responses and settlements from vendors
•Coordinate with the distributor and shipping warehouse and QA staff to confirm claim validity and product conditions
Supplier & Customer Communication:
•Serve as the main liaison with vendors regarding quality claims, discrepancies, and recovery negotiations
•Communicate clearly with buyers, logistics, and finance departments to ensure all parties are aligned
•Maintain productive relationships with suppliers while holding them accountable to contract terms
Account Reconciliation:
•Generate and reconcile supplier statements against internal records, invoices, credit memos, and claims.
•Identify and resolve discrepancies in payments, chargebacks, and credits related to produce claims.
•Coordinate with Accounts Payable and Receivable to ensure accurate and timely transaction processing.
•Monitor open balances and reconcile accounts, ensuring appropriate documentation is maintained for each transaction.
•Investigate and resolve variances flagged in weekly accounting reports.
Reporting & Documentation:
•Maintain accurate and organized documentation for all claims and financial reconciliations.
•Generate weekly/monthly reports on claims status, financial recovery, and vendor performance.
•Assist in audit preparations by providing supporting documents for claims and reconciliations.
Process Improvement:
•Analyze trends in product claims and account discrepancies to identify root causes.
•Recommend and help implement process improvements in handling, receiving, billing, and inventory management.
•Assist in developing SOPs for claims processing and reconciliation best practices
About you:
•1 years of experience in produce claims management and/or account reconciliation
•Strong knowledge of fresh produce grading, quality standards, and perishability
•Understanding of accounting principles and financial reconciliation processes
•Excellent attention to detail and analytical skills
•Strong written and verbal communication skills
•Ability to manage competing priorities and deadlines
•Experience in the produce, grocery, or perishable goods industry
•Ability to work cross-functionally across supply chain, quality assurance, and finance teams
•Problem-solving mindset with a strong sense of accountability
Not sure you meet every qualification? Studies show that diverse applicants often hesitate to apply unless they check every box. At Buyers Edge Platform, we value authenticity and inclusion—if you're excited about the role, we encourage you to apply. You might be exactly who we’re looking for!
What's in this for you:
Great benefits from day one. We offer medical, dental, vision, FSA, company-paid life insurance, and more—plus a 401(k) with company match.
Grow with us. Enjoy strong training, development, and competitive pay.
Work-life balance. Our flexible PTO policy lets you take time when you need it—no accrual required.