About the job Merchandise Coordinator
Purpose of Role
The Supplier Income and Promotional Coop Coordinator is responsible for facilitating and governing financial interactions between the company and its suppliers. This role plays a critical part in ensuring that supplier income is accurately tracked, received, and processed. Additionally, the Coordinator manages communication with suppliers and internal teams to ensure promotional coop programs, are invoiced and executed on time.
The role of a Supplier Income and Promotional Coop Coordinator is essential in coordinating financial relationships with suppliers and governing the collection of income and promotional margins through accurate case deal execution. This position requires strong financial acumen, communication skills, and the ability to collaborate effectively with both internal teams and external suppliers to drive business growth and ensure compliance with financial regulations.
Key Performance Indicators (KPI's) as part of the Customer Insights and Analytics Team
Key Performance Indicators:
1.
Supplier Income Receipt and Accuracy:
Percentage of supplier income received on time.
Percentage of invoices and payments reconciled accurately.
Percentage of supplier income agreements and contracts compliant with legal and company requirements.
Contract and Agreement Coordination.
2.
Promotional Coop Program Performance:
Accurate invoice preparation and on time billing of supplier promotional coop.
Identification and implementation of cost-saving measures within supplier income and coop programs.
Identification and mitigation of financial risks related to supplier income and coop programs.
3.
Financial Efficiency:
Cost control: Tracking and managing coop program expenses within budget.
Timeliness of financial EOM reporting related to supplier income and coop programs.
Effective coordination with Category Team to maintain and update financial ledger.
Adherence to allocated budgets for supplier income and coop programs.
4.
Communication and Collaboration:
Feedback from suppliers regarding the quality of communication and collaboration.
Feedback from internal teams (e.g., marketing, sales) regarding the coordinator's effectiveness in aligning coop programs with company objectives.
Leading the coordination of suppler communications in collection and resolution of outstanding invoices.
Coordination with UP financial team to ensure supplier income governance is accurate and complaint with UP financial processes.
5.
Compliance and Documentation:
Percentage of supplier income agreements and coop program contracts in compliance with legal and company requirements.
Audit results and findings related to supplier income and coop program documentation.
6.
Financial Analysis and Optimization:
Recommendations implemented for optimizing supplier income and coop program strategies.
Trends identified through financial analysis and their impact on decision-making.
7.
Customer and Supplier Satisfaction:
Supplier satisfaction scores and feedback on the coordinator's interactions and support.
Customer feedback related to the effectiveness of coop promotions and their impact on purchasing decisions.
8.
Timeliness and Accuracy of Reporting:
Timeliness of financial reports and summaries.
Accuracy of financial data presented in reports.
Risk Management:
Position Description
3
Key Accountabilities (Key activities, deliverables, and metrics)
Supplier Income Management:
Maintain accurate records of all supplier income agreements and trading terms contracts.
Monitor and track supplier income payments, ensuring they are received on time.
Reconcile invoices and payments to ensure accuracy and resolve discrepancies.
Collaborate with the finance department to allocate and account for supplier income.
Promotional Coop Program Coordination:
Work closely with suppliers to plan and execute cooperative marketing and promotional campaigns.
Ensure financial compliance to promotional rate card program by the merchandise and marketing teams, reporting variances to the agreed promotional rate card rates to the GM of preferred suppliers and merchandising.
Coordinate the on-time accurate loading of the monthly promotional case deals.
Communication and Collaboration:
Act as a liaison between the company and suppliers, maintaining open and effective communication channels.
Collaborate with the merchandise team to ensure accurate invoicing of coop programs and coordinate feedback on supplier payment performance.
Ensure that all parties involved are informed about the status and progress of supplier income and coop initiatives.
Compliance and Documentation:
Stay up to date with relevant laws and regulations related to supplier income and coop programs.
Ensure that all agreements and contracts are executed accurately and comply with legal and company requirements.
Maintain organized documentation for all supplier income and promotional coop transactions.
Ensure supplier income governance is accurate and complaint with UP financial processes.
Maintain master files for supplier trading terms and regularly update and audit the master file to ensure accuracy in rebate compliance and claims.
Financial Analysis and Reporting:
Prepare regular financial reports related to supplier income, coop program expenses, and ROI.
Analyse financial data to identify trends, opportunities, and areas for improvement.
Provide recommendations for optimising supplier income and coop program strategies.
Meet EOM reporting timeframes for preparation of Supplier Income Reporting and Analysis reports.
Key Selection Criteria, Qualifications & Experience
Qualifications and Experience
Qualifications in Business, Finance and Administration Fields preferred.
Previous experience in supplier income management, cooperative marketing, or a related field.
Strong analytical and financial skills.
Excellent communication and negotiation abilities.
Proficiency in spreadsheet software (e.g., Microsoft Excel) and financial analysis tools.
Attention to detail and a commitment to accuracy.
Knowledge of relevant industry regulations and compliance requirements.