Programs Coordinator

Wagner Equipment Co. offers challenging career opportunities, extensive training and employee development along with an opportunity to grow your career and thrive under Wagner’s reputation for excellence. We offer excellent benefits and supply you with the tools you need to maximize your potential and grow within Wagner.

Benefits include:

• Paid Time Off (PTO) Plan - Up to 96 hours of PTO in your first year + 8 company paid holidays


• Medical, dental, and vision insurance Life and AD&D InsuranceLife and AD&D Insurance


• Retirement Plans - Life and AD&D InsuranceRetirement Plans - 401K and Roth 401K, eligible employees can receive a company contribution up to 7%


• Tuition Reimbursement 


• Employee Assistance Program (EAP)


• CEFCU - Employees have access to services include payroll deductions savings, accounts, loans, VISA card, and more.


• Additional Benefits include: Supplemental life Insurance, Critical Illness + Accidental Insurance, ID WatchDog and discounted employee phone plans.

The responsibilities of this position will be to perform clerical and analytical duties related to processing the sales department merchandising claims and invoicing, salesmen commissions, ordering of allied products, and various inventory responsibilities in a manner that reflects the company’s vision of working as “One Professional Team.”

Pay Rate:  $58,743.31 - $75,842.78 Annually 
Pay rate is dependent upon education & experience. 

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Sales Programs and Claims Administration

• Review, calculate, and complete gross profit worksheets for equipment sales, rentals, leases, and conversions.


• Process and administer manufacturer incentive programs, rebates, credits, and sales support programs.


• Submit and monitor Caterpillar (CAT) program claims through applicable reporting systems.


• Maintain complete and accurate documentation supporting all submitted claims.


• Coordinate quarterly program audits and provide supporting documentation as requested.


• Research and resolve claim discrepancies, rejected submissions, and payment issues.


• Track open claims, accruals, and receivables to ensure timely collection of program funds.

• Approve and process eligible credits, rebates, and claims in coordination with Accounts Payable and Accounting.


• Maintain monthly accrual reporting and reconcile program activity.


• Analyze transaction data and identify discrepancies requiring correction or escalation.

Inventory and Administrative Support

• Coordinate inventory-related updates and reporting activities.


• Assist with ordering and tracking allied products and associated documentation.


• Maintain spreadsheets, databases, and reporting tools supporting sales transactions, warranty activity, claims, and inventory.


• Support internal and external audits through accurate record retention and document management.


• Ensure compliance with company policies, financial controls, and manufacturer program requirements.

Reporting and Analysis

• Generate recurring and ad hoc reports for Sales Management and departmental leadership.


• Identify opportunities to improve workflow efficiency, reporting accuracy, and internal controls.

Collaboration

• Collaborate with Sales, Accounting, Finance, Accounts Payable, Inventory, Operations, and manufacturer representatives to ensure accurate and timely transaction processing.


• Provide administrative and analytical support to departmental leadership.


• Perform additional duties and special projects as assigned.

Required Education and Experience

• High School Diploma or GED required


• Bachelor’s degree in business, Accounting, Finance, or related field - preferred


• Three to five years of administrative, accounting, invoicing, sales support, or program administration experience is a must


• Experience with financial reporting, invoicing systems, claims administration, or inventory support preferred


• Advanced Microsoft Excel skills, including formulas, pivot tables, and data analysis preferred

Preferred Qualifications

• Knowledge of Caterpillar programs, equipment sales processes, and warranty/program claim administration


• Experience working with ERP, accounting, invoicing, or inventory management systems


• Strong analytical and auditing capabilities


• Proven ability to manage multiple priorities and deadlines in a fast-paced environment

Core Competencies

• Attention to Detail


• Financial and Analytical Acumen


• Data Entry Accuracy


• Program and Claims Administration


• Microsoft Excel (Advanced)


• Microsoft Outlook (Advanced)


• Reporting and Data Analysis


• Organization and Time Management


• Written and Verbal Communication


• Problem Solving and Critical Thinking


• Customer Service Orientation


• Team Collaboration


• Mathematical Skills


• Confidentiality and Professionalism


• Safety Awareness

Physical Demands

• Prolonged sitting and computer use


• Frequent keyboarding and document review


• Frequent verbal communication


• Ability to occasionally lift and move up to 25 pounds

Work Environment

• Primarily office environment


• Moderate computer and phone usage


• Regular interaction with internal departments and manufacturer representatives

Other Duties:

Job Offers are contingent upon all required pre-employment screenings which may include but are not limited to background checks, drug/alcohol testing, fit for duty testing, and any other job-related tests/screenings.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.  

Wagner Equipment Co. is an EEO/AA/Veterans/Disabled employer.