Refund Analytics & Records Specialist

Job Summary

The Refund Analytics & Records Specialist is a highly accountable individual contributor role responsible for the creation, validation, analysis, and governance of refund and reimbursement data across U.S. and Canadian operations. This role functions as the system of record owner for refund reporting, ensuring financial accuracy, audit readiness, and data integrity across multiple platforms and stakeholders.

The position requires exceptional attention to detail, strong analytical judgment, and the ability to independently manage recurring, deadline driven workflows with minimal oversight. Success in this role depends on disciplined recordkeeping, proactive issue identification, and the ability to operate at a consistently high standard in a high-risk, high-volume environment.

Key Responsibilities

Data Analysis, Audit & Record Ownership

• Own the end-to-end lifecycle of refund and reimbursement data, serving as the authoritative source for accuracy and completeness
• Edit, reconcile, and import refund reports across daily, weekly, and weekend reporting cycles
• Create, maintain, and govern Excel based datasets used for reimbursement tracking, partner reporting, and franchise communications
• Perform detailed audits of refund data to identify discrepancies, trends, and recurring root cause issues
• Ensure all reimbursement records meet documentation, justification, and audit readiness standards at all times

Financial Reporting & Partner Deliverables

• Produce and distribute weekly reimbursement reports covering prior reporting periods with zero-defect expectations
• Validate refund calculations, categorizations, and reimbursement eligibility prior to submission
• Participate in biweekly partner review meetings to explain data findings, address discrepancies, and support resolution efforts
• Maintain consistent data standards across all externally shared reports and files

Canadian Refund & Franchise Reporting

• Analyze and complete Canadian refund related tickets in accordance with established financial and operational controls
• Maintain accurate, UpToDate records of Canadian refund activity within designated tracking systems
• Prepare and distribute refund documentation to Canadian stores and franchise partners
• Ensure full refund documentation is complete, accurate, and defensible prior to release
• Execute controlled customer communications related to promotional codes when required

Operational & System Support

• Serve as a subject matter expert for refund data, documentation standards, and reporting workflows
• Support agents with ServiceNow, Customer Service, or Qualtrics tickets when data accuracy or process interpretation is required
• Identify process gaps, inefficiencies, and risk areas through ongoing data review and analysis

Required Knowledge, Skills And Abilities

• High school education or equivalent
• Two (2) years’ experience working in customer service, team/shift lead, or receptionist capacity or experience with a job related.
• Advanced proficiency in Excel, including data validation, reconciliation, filtering, and analysis
• Experience in working with Microsoft Suite systems

Preferred Knowledge, Skills And Abilities

• Experience with ServiceNow or similar enterprise ticketing systems
• Background supporting financial, refund, reimbursement, or compliance related operations

Competencies

• Demonstrated ability to manage multiple recurring deadlines independently in a high-volume environment
• Consistent delivery of accurate, audit ready data with strong personal accountability for data integrity
• Strong analytical skills, including reviewing, validating, reconciling, and documenting structured datasets
• Proactive identification of trends, errors, and systemic issues prior to escalation
• Exceptional attention to detail with disciplined time management across daily and weekly deliverables
• Ability to maintain documentation suitable for audit or executive review

Disclaimer

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.

All items listed above are illustrative and not comprehensive. They are not contractual in nature and are subject to change at the discretion of Blue Line Distribution.

Blue Line Distribution is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regards to that individual’s race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender identity, age, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law.

The Company will strive to provide reasonable accommodations to permit qualified applicants who have a need for an accommodation to participate in the hiring process (e.g., accommodations for a job interview) if so requested.

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