Vendor Data Specialist

Medline Industries - Northfield, IL

Full-time

Northfield, IL

1,001-5,000 employees

Miscellaneous Manufacturing

About the position

The Vendor Data Specialist plays a crucial role in ensuring that vendor data and company data are synchronized across all aspects of operations. This position is primarily responsible for maintaining general items, which includes creating, maintaining, and discontinuing items as necessary. The specialist will coordinate vendor mergers and maintain SAP files related to vendor changes, ensuring that all data is accurate and up-to-date. A significant part of the role involves reviewing source documents for data input and maintaining Product Information Records (PIR) by submitting price changes prior to their effective date. Additionally, the specialist will resolve any accounts payable issues, such as overbilling or duplicate shipments, and address complaints regarding shipping discrepancies. When surplus items need to be returned, the specialist will obtain the necessary authorization and prepare debit memos to facilitate the return of goods to manufacturers. The Vendor Data Specialist will also be responsible for submitting assigned files to the Item Master Data team within specified timelines. Establishing and maintaining close working relationships with various groups, including Vendor Relations, Vendor Representatives, Quality Assurance, Accounts Payable, Inventory Management, and other relevant Distribution personnel, is essential for success in this role. This collaborative approach ensures that all departments are aligned and that vendor data management processes run smoothly.

Responsibilities

• Maintain general items (create, maintain, discontinue)
• Coordinate vendor mergers
• Maintain SAP files as it relates to vendor changes
• Review source documents for data input
• Maintain PIR records and submit price changes prior to their effective date
• Resolve any A/P issues (over bill, duplicate shipments, etc.)
• Resolve complaints regarding shipping discrepancies
• Obtain authorization to return surplus items
• Prepare debit memo to return goods to the manufacturer
• Submit assigned files to Item Master Data within provided timelines
• Establish and maintain a close working relationship with Vendor Relations, Vendor Representatives, Quality, A/P, Inventory Management, and other appropriate Distribution personnel.

Requirements

• High school diploma or equivalent
• Experience providing customer service to internal and external customers
• Intermediate skill level in Microsoft Excel (using SUM function, sort/filter, IF, VLOOKUP functions, Pivot tables)
• Basic skill level in Microsoft Word (formatting, inserting headers, outlines/bullets, page breaks, pictures and charts)
• Intermediate skill level in Microsoft Outlook (creating folders, categories, utilizing calendar, coordinating meetings)

Nice-to-haves

• Bachelor's degree
• Experience processing all relevant details and prioritizing their importance
• Experience ensuring assignments/projects are accomplished within tight timeframes
• Experience building and maintaining relationships within and between teams
• Advanced skill level in Microsoft Excel (using macros and advanced formulas)
• Basic skill level in enterprise software (SAP preferred)