Claims Processing Specialist

Winsupply•Moraine, OH

About The Position

Winsupply Sourcing Services (WSS) operates approximately 2 million square feet of wholesale warehouse space and offers inventory and vendor management solutions. WSS serves more than 650 locally owned wholesale distribution businesses nationwide. The Claims Processing Specialist helps protect WSS profitability by ensuring claims are filed with vendor partners accurately, on time, and in compliance with vendors’ required processes. The role manages vendor claim backs and claim filings, maintains documentation and records, coordinates supporting information with internal teams, reviews credits, debits, and vendor deductions, and handles disputes and inquiries. The specialist also develops operational and system expertise, including familiarity with WSS’s internal ERP system, and communicates process improvements.

Requirements

Associate’s degree in Accounting, Finance, Business, or a related field, or relevant experience in lieu of a degree.
Proficiency with office technology and software.
Ability to work a non-traditional schedule and be on-call for emergency situations.
Ability to sit for extended periods and use a computer keyboard, mouse, and other computer components.

Nice To Haves

Experience in the wholesale industry.

Responsibilities

Calculate and file claim backs with vendor partners in accordance with their policies and procedures for vendor job quotes and special price allowances on Distribution Center purchases.
Maintain an accurate list of negotiated vendor claim agreements and ensure filings are complete.
Standardize claim-back formats using the WSS template and build internal automated reporting.
Maintain accurate internal records and ensure complete collection of open claim backs.
Review related open credits and debits to ensure they are applied.
Monitor vendor charges, charge backs, and deductions; verify accuracy and invoice denied claims.
Maintain accurate documentation of vendor claim-filing requirements and debit memos written.
Ensure a one-to-one claim filing for each debit memo with vendors that require it, including complete and accurate filings with necessary supporting information.
Work with Dedicated Service Specialists and Distribution Center personnel to obtain supporting photographs and other information.
Manage vendor disputes on filed claims and respond to inquiries or requests for additional information related to debit memos, ensuring compliance with WSS vendor policies.
Develop WSS and Winsupply operational and system expertise, including knowledge of the internal ERP system.
Maintain proper documentation on all matters and communicate identified process improvements.
Perform other duties as assigned.