Accounts Receivable Specialist

About Us:

Adair Family Wines brings together a dynamic portfolio that includes Kunde Family Winery, B.R. Cohn, Clos Pegase, Girard Winery, and Viansa. With a focus on exceptional experiences and the finest quality wine, the Adair family is reshaping the landscape of California winemaking. Each winery in the collection offers a distinct experience, yet all share a unified vision: to craft exceptional wines that honor the land and connect people through unforgettable moments. Whether enjoying Kunde’s Chardonnay, experiencing B.R. Cohn’s musical heritage, or marveling at Clos Pegase’s artistry, Adair Family Wines encapsulates a story of innovation and passion in every bottle. With a commitment to creating memorable experiences and a focus on responsible practices, the Adair family invites wine enthusiasts to join them on a journey that celebrates the best of California winemaking—one extraordinary bottle at a time.

Position Summary:

The Accounts Receivable Specialist is responsible for managing customer invoicing, payment application, collections, account reconciliations, revenue-related accounting activities, and merchant processing reconciliations across multiple sales channels. This role ensures the timely collection of receivables, accurate recording of customer transactions, reconciliation of sales and payment activity, and compliance with established internal controls while providing excellent service to internal and external customers across the Adair Family Wine portfolio.

Essential Duties and Responsibilities:

Accounts Receivable Management
•  Generate and distribute customer invoices for wholesale, custom crush, storage, and other sales activities.
•  Record wholesale chargeback credit memos and other customer adjustments.
•  Apply customer payments, credit memos, and account credits accurately and timely.
•  Monitor customer account balances and maintain accurate accounts receivable records.
•  Perform collection activities on past-due accounts and follow up with customers regarding outstanding balances.
•  Respond promptly to customer and internal inquiries regarding invoices, payments, account balances, and billing discrepancies.
•  Investigate and resolve payment variances, unapplied cash, and deposit discrepancies.
•  Reconcile customer payments.
•  Reconcile sales activity between operating systems and the general ledger.
•  Assist with identifying and resolving revenue and payment discrepancies.

Accounting & Reporting
•  Assist with month-end close procedures related to revenue, receivables, and cash receipts.
•  Prepare monthly accounts receivable reconciliations.
•  Reconcile accounts receivable subledgers to the general ledger.
•  Maintain accurate supporting documentation for all transactions and reconciliations.
•  Prepare reports and analyses as requested by management.
•  Follow established internal controls and accounting procedures.
•  Ensure supporting documentation is maintained in accordance with company policies.

Knowledge, Skills & Abilities
•  Strong understanding of accounts receivable processes and accounting principles.
•  Minimum 4 years experience with ERP systems, accounting software, and Microsoft Excel, including pivot tables and lookup functions.
•  Ability to reconcile accounts and investigate discrepancies independently.
•  Strong organizational skills with excellent attention to detail.
•  Effective verbal and written communication skills.
•  Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
•  Customer service mindset with the ability to maintain positive business relationships

Benefits:
•  401(k)
•  Dental insurance
•  Health insurance
•  Health savings account
•  Paid time off