Office - VPT/Rebate Compliance & Bid Assoc

Edmond, OK Job Description:The purpose of the VPT/Rebate Compliance & Bid Associate is to administer and control all vendor rebate, special pricing, and promotional programs to ensure programs are adequately and efficiently maintained, and to support the development of bid packages for the sales team to ensure bids are timely and accurately completed. Note:  In some facilities, some of the functions described below may be discharged by persons in other roles/departments.  This description is intended to be all-encompassing, to include all Program Pricing and Vendor Payment Tracking functions which take place in a division.  Usually, the responsibilities outlined here will be performed by more than one person on at least an occasional, and in some cases, routine basis. ·        Administer and control all aspects of vendor/customer deviated rebate/pricing programs in the VPT system to ensure programs are adequately and efficiently maintained. ·    Administer and control all aspects of the Program Pricing System to ensure the accuracy of all customer invoice pricing. ·   Collaborate with the District Sales Representative in the preparation of bid proposals to ensure accurate and timely completion for potential BEK customers. ·      Communicate with vendors to obtain required data for the bid proposal process and to perform follow-up. ·     Administer and control all Food-show Allowance, Purchasing Allowance, and Promotional Income and Marketing programs in the VPT system to ensure the proper management and maintenance of all programs. The key outputs for the VPT/Rebate Compliance Associate are listed below: a.   Administer and control all aspects of vendor/customer deviated rebate/pricing programs in the VPT system to ensure programs are adequately and efficiently maintained.   o    Work closely with vendors, brokers, customers, and Purchasing personnel to setup, maintain, report on and settle all pricing allowance and guaranteed cost programs.  o    Troubleshoot issues affecting the accuracy of deviated cost program settlement, including insufficient and/or inaccurate rebate support, handling of freight (FOB v delivered), unconfirmed or inaccurately confirmed POS, impact of rising or falling markets on commodity items; invoice register maintenance, etc. o    Close VPT at month-end and ensure all tracked amounts are completely and accurately passed to Accounting (A/R; A/P; charged back to department) for settlement. o    Set up and maintain systems to electronically distribute support for all vendor billbacks.   b.    Administer and control all aspects of the Program Pricing System to ensure the accuracy of all customer invoice pricing.   §  Set up, maintain, report on and calculate weekly and monthly order guides which establish pricing for all BEK customers on pricing contracts. §  Interact with Sales, Marketing and IS personnel to troubleshoot instances of inaccurate or inconsistent customer pricing.  §  Investigate and resolve all customer pricing Audit issues, as well as recover/pay applicable amounts from/to vendors. §  Set up and maintain customer/vendor/sales e-mail addresses to ensure electronic distribution of all order guide data and reporting. c.    Administer and control all Food-show Allowance, Purchasing Allowance and Promotional Income and Marketing programs in the VPT system to ensure the proper management and maintenance of all programs.    §  Set up, maintain, and report on all Purchasing Department and Promotional Income programs, including Purchase Order allowance programs, Growth programs, Uni-pro.Show, one time or item-specific programs. Ensure timely settlement of all programs. §  Process deductions involving recovery of amounts for floor stock protection, unsaleable product, late trucks, product shortages, missed deliveries, etc. §  Assist Marketing in soliciting, inputting, maintaining, and settling all Food-show allowances. §  Administer and control vendor billbacks for Food-show booth fees, Show Day Specials, etc. §  Administer and control all Food-show Allowance and Marketing programs in the VPT system. d.    Collaborate with the District Sales Manager in the preparation of bid proposals to ensure accurate and timely completion for potential BEK customers. §  Prepare and compile appropriate documentation to ensure bid completeness. §  Prepare all legal documentation, such as questionnaires from potential customers. §  Ensure the completion and inclusion of notarized documents. §  Create and update order guides when needed. §  Send bid packages to potential customers in a timely manner. §  Maintain filing system to support all bid activity. e.     Communicate with vendors to obtain required data for the bid proposal process and to perform follow-up post-award. §  Work with vendors to obtain competitive pricing for customers. §  Obtain rebate information from vendors for bid customers. §  Retrieve required CN labels (nutritional information) from vendors for BEK Customers.      §  Communicate with vendors and brokers when items are awarded to Ben E. Keith. §  Meet with brokers periodically on new pricing issues. f.     Follow up on awarded bids to ensure customer satisfaction. ·        Keep Purchasing Department informed of any new items that will need to be brought in to fulfil bid agreements. ·        Assure that rebates for awarded bids are properly set up in the computer prior to shipping the first order. ·      Manage the accuracy of the invoice register gross profit for bid department & DSR and bid sales. ·        Coordinate bid customer deliveries with the Operations department. ·      Periodically hold proof of performance meetings with the bid customers. g.   Perform Departmental support functions including analysis and analytical review of financial and performance data. ·  Perform KBIT reporting and analysis for customers, as well as the Sales and Management teams. ·        Assist with Sales Tracking and reporting. ·    Perform Accounting month-end closing support as it relates to amounts tracked and settled by the VPT system.  Knowledge and Experience – The following are education and experience requirements for the VPT/Rebate Compliance & Bid Associate. ·        High School Diploma.  Bachelor’s Degree in Business or related field preferred. ·        At least 2 years of relevant or related experience, preferably with BEK mainframe system programs. ·        Wholesale food service distribution experience preferred. ·        Outstanding computer skills, data entry 10-key by touch and alpha-numeric) skills and Microsoft office skills (Word; Excel) ·        Experience with bid packages preferred. ·        Good math skills with the ability to adjust pricing figures.   Roles, Skills and Attributes Required – Listed below are skills and attributes that will promote successful job performance as a VPT/Rebate Compliance & Bid Associate. ·    Solid interpersonal and communication skills (verbal and written) ·       Enthusiastic self-starter ·    Ability to multi-task and work in fast paced environment.  Must be able to prioritize, meet deadlines and work under pressure. ·        Detail oriented ·      Good analytical and problem-solving skills ·       Highly organized