Job Description:
The Accounts Payable Specialist manages the end-to-end lifecycle of dispute cases, including vendor claims, chargebacks, shortages, damage-related deductions, and repayment requests. Working closely with vendors, retailers, and cross-functional business partners, this role investigates complex issues, validates supporting documentation, determines appropriate resolutions, and helps ensure financial accuracy and compliance with company policies.
The position also supports operational controls, process improvements, and collaborative problem-solving that strengthens business relationships and improves efficiency.
What You’ll Do
- Manage the end-to-end lifecycle of dispute cases, including vendor claims, chargebacks, damage-related deductions, shortages, and repayment requests.
- Prioritize and manage dispute queues, shared inboxes, and follow-up activities to support timely investigation, resolution, recovery, and compliance with established service-level expectations.
- Research and resolve claim, deduction, payment, and account discrepancies in response to vendor and internal business partner inquiries.
- Review data and supporting documentation across multiple systems to validate claims, identify discrepancies, determine root causes, and resolve exceptions.
- Document case activity, decisions, supporting evidence, and follow-up actions clearly and consistently to support quality, audit readiness, and prevention of re-disputes.
- Partner with Vendor Compliance, warehouse operations, merchandising teams, retailers, and other departments to resolve complex issues and support financial recoveries.
- Perform daily controls, queue reviews, documentation validation, recovery reconciliation, and aging reviews to maintain accuracy, compliance, and audit readiness.
- Monitor performance measures such as service-level adherence, case quality, documentation accuracy, recovery timeliness, aging, and productivity.
- Support onboarding, training, and knowledge sharing by reinforcing accounts payable policies, dispute procedures, and documentation standards.
- Participate in process improvement initiatives, system enhancements, and special projects that increase efficiency, strengthen controls, and reduce rework.
- Who You Are
- You are a collaborative problem solver who thrives on investigating and resolving complex vendor disputes. You have a strong attention to detail and a passion for identifying root causes, validating documentation, and delivering accurate, timely resolutions. You excel at managing a high-volume portfolio of dispute cases while balancing competing priorities and service expectations. Through effective communication and partnership with vendors, retailers, and cross-functional teams, you help drive successful outcomes and maintain strong business relationships. You continuously seek opportunities to improve processes, reduce rework, and enhance operational efficiency. Strong analytical abilities, critical thinking skills, and proficiency in Excel are essential to success in this role.
Minimum Qualifications
- Experience in Accounts Payable, dispute resolution, operational accounting, deduction management, or a related finance role, preferably in a high-volume, fast-paced environment.
- Strong attention to detail and the ability to accurately review supporting documentation, identify discrepancies, and manage multiple complex cases simultaneously.
- Strong analytical, critical-thinking, and problem-solving skills, including the ability to investigate issues, determine root causes, and drive cases to resolution.
- Proficiency in Microsoft Excel, including formulas, pivot tables, data analysis, reporting, and trend identification.
- Strong verbal and written communication skills, with the ability to work effectively with vendors and internal business partners.
- Ability to learn and navigate multiple systems, workflow tools, shared mailboxes, and case-management platforms.
- Strong organizational skills, including the ability to prioritize aged or high-risk cases, manage competing deadlines, and maintain accurate follow-up.
- Demonstrated ability to work independently, exercise sound judgment, and collaborate effectively to achieve timely, accurate outcomes.
- Commitment to accountability, continuous improvement, strong financial controls, and excellent customer service.
Preferred Qualifications
- Associate degree in Accounting, Finance, Business, or a related field, or an equivalent combination of education and relevant work experience.
- Experience in a high-volume, corporate Accounts Payable, disputes, deduction management, or related finance environment involving vendor claims, chargebacks, shortages, or repayment requests.
- Working knowledge of dispute case management, financial recovery processes, claim documentation requirements, and audit controls.
- Experience with SAP, Salesforce, Esker, or other systems used to research transactions, validate claims, manage workflow, and resolve disputes.
- Experience identifying recurring dispute trends through root-cause analysis and recommending corrective or preventive actions.
- Experience partnering with vendors, retailers, warehouse operations, merchandising teams, and compliance partners to resolve complex issues.
- Experience using Microsoft Copilot or similar tools to support research, data analysis, trend identification, summarization, and workflow efficiency.
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- We want to hear from you!
- When most people think of career opportunities with Ace Hardware, they often think of the helpful cashiers and sales associates at their local store. However, have you also considered the people behind the scenes who select, promote, ship and process the invoices for more than 75,000 products? Maybe you haven't, but we'd like you to. Because together we help our customers take care of their homes. Come find out why a career with the Ace Hardware Corporation is one of America's best kept secrets.
- Equal Opportunity Employer
- Ace Hardware Corporation is committed to a policy of promoting equal employment opportunities. The company recognizes the importance of diversity and leveraging the skills and talents of all people to the mutual advantage of each individual and the organization. The company is committed to the prevention of employment discrimination related to race, religion, color, sex (including sexual harassment), gender identity, national origin, age, marital status, disability and military or veteran status, sexual orientation or any other action covered by federal or applicable state/local laws.
- Disclaimer
The pay range for this position starts as listed in the job posting, but could be higher based on education and experience. Please note, compensation decisions are dependent on the facts and circumstances of each opening. We take into consideration the minimum requirements outlined in the job description, such as an individual’s education, training and experience, the position’s work location, required travel (if any), and external market conditions when determining the final salary for potential new hires.
Be aware that salary estimates published via alternate online job boards may not be a true representation of the actual pay range offered for this position. Please refer to the Ace position description for the accurate starting pay range information and feel free to discuss this with a Talent Acquisition professional if you are chosen to move forward with an interview.
This written “Position Description” is not intended to cover all aspects of the position listed. It is meant to cover the basic/general essential job functions of a particular position. Ace Hardware Corporation reserves the right to change job duties, including essential job functions, according to business necessity.
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
