Inbound Processing Specialist

Winsupply is in the business of creating and enabling entrepreneurs to achieve their dreams through wholesale distribution. Winsupply is a group of over 670 locally-owned companies that operate across a variety of industries, including HVAC, Plumbing, Electrical and more. The purpose of the support services campus is to eliminate obstacles and provide support to help our entrepreneurs succeed. Support service employees assist entrepreneurs in achieving their dreams through finance, accounting, IT, and other back-office operations.

Winsupply Sourcing Services (WSS) operates ~2 million square feet of wholesaling warehouse space, while offering inventory and vendor management, to be the premier vendor partner for our customer base.  

Our customer base consists of aspiring entrepreneurs who own and operate their own wholesale distribution businesses, now over 650 businesses nationwide. Therefore, this job provides the opportunity to have a direct impact in the success of entrepreneurial small businesses across the United States, and in particular, those that rely on WSS to improve their inventory turnover. WSS transacts with vendors and customers nearly three quarters of a million times in a given fiscal year. In this role, you will help ensure WSS’ distribution centers maintain accurate inventory records, especially while receiving inventory. You will also work closely with our vendor partners.

Job Details

Reports To: Manager, Sourcing Services - Finance

Direct Reports: None

Pay Rate: Hourly

Leadership

Hiring Manager: Sheila Schaaf

Hiring Executive: Brandon Yanak, CPA

Key Job Responsibilities by Assigned Service Sector

Vendor Invoice Reconciliation (VIR)

• Develop WSS operational and system expertise
  • Master use of internal enterprise resource planning (ERP) system to execute the VIR process
  • Understand and utilize invoice / payable information within OnBase
  • Leverage knowledge of AP Portal / AP Gateway to complete assigned tasks
• Complete Vendor Invoice Reconciliation process on all vendor invoices received
  • Ensure effective accounts payable internal controls are maintained, comparing vendor invoices to receivers and purchase orders to verify accuracy of invoice
  • Confirm accuracy of payment and freight terms reflected on vendor invoices
• Strive to meet and exceed organizational VIR goals; ensure vendor information is current in systems
• Complete VIR and invoicing process on all direct from manufacturer shipments

Vendor Issue Management

• Work with RDC personnel to identify vendor shipping errors and damages
  • Notify vendors of such issues, produce support, and work to receive warranted credit issuance (maintain recordkeeping on all open issues; follow-up as necessary); file claims where required
• Process all credits received from vendors and passthrough to local company customers as appropriate
• Monitor vendor charge backs and deductions; verify accuracy or if supporting documents allow dispute

Processing Compliance and Excellency

• Hold oneself to WSS Standards of Service expectations – ensuring upmost professionalism at all times
• Maintain proper documentation always; communicate process improvements; build vendor relationships

All other duties as assigned

Competencies for Success

Detail oriented; analytical / critical thinking; data analysis; effective communication; customer-focused mindset; deadline driven.

Qualifications  

Associate’s Degree in Accounting, Finance, Business or related field. In lieu of degree, relevant experience considered. Experience in wholesale industry a plus. Proficient with office technology and software

Physical Demands

The physical demands here are representative of those that must be met to successfully perform the essential job functions with or without reasonable accommodations:

• Sitting for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard, mouse
• Extended work hours at month end and during year end

We are committed to inclusion, diversity, and equal employment opportunity, regardless of race, color, ancestry, religion, sex, gender, national origin, sexual orientation, age, citizenship, marital status, disability, veteran status, or any other factor protected by applicable federal, state, or local laws.