Vendor Operations Spec

Medline • Northfield, MN

23h

About The Position

The Vendor Operations Spec provides operational support by accurately analyzing reports, surplus inventory, shared mailboxes, and workflows related to inbound and outbound orders. The role requires close attention to detail and the ability to interpret data and make decisions that support vendor and customer relationships while preventing financial losses. It also requires a thorough understanding of inventory, accounts payable, and vendor agreements.

The position investigates held product stock for damage, expiration, and licensing issues; determines financial responsibility; coordinates with warehouses, sales, and vendors; and manages vendor disputes, chargebacks, recalls, surplus, expired products, and custom items. The specialist uses data and agreement terms to identify root causes, safeguard restricted inventory, negotiate returns and restock fees, and recover vendor funds. The role also maintains shared mailboxes and reports, meets project deliverables and timelines, and handles challenging discussions professionally.

Medline Industries, LP, offers a competitive total rewards package, continuing education and training, and career potential in a growing worldwide organization. The anticipated pay range is $23.25–$33.75 per hour; actual pay varies based on location, education, experience, skills, and abilities. Benefits for employees working an average of at least 30 hours per week include health insurance, life and disability insurance, 401(k) contributions, and paid time off. Employees working fewer than 30 hours per week receive 401(k) contributions, paid time off, and access to the Employee Assistance Program, Employee Resource Groups, and the Employee Service Corp. Medline is an equal opportunity employer and is committed to belonging, inclusion, and diversity.

Requirements

• At least 1 year of experience as a Vendor Data Specialist.
• Experience working in a fast-paced environment, analyzing large data sets, and meeting deadlines without compromising accuracy or quality.
• Experience providing customer service to internal and external requestors and managing workloads requiring portfolio-specific analytics for departmental success and process improvement.
• Intermediate Microsoft Excel skills, including VLOOKUP, Pivot Tables, IF statements, SUM, and sort/filter.
• Intermediate Microsoft Outlook skills, including creating folders, using calendar/reminders, and coordinating meetings.
• A bachelor's degree or equivalent professional experience in a related field.

Nice To Haves

• Bachelor’s degree.
• Advanced time management skills to complete daily work, discrepancies, and projects within established SLAs.
• Experience building and maintaining relationships within and between teams and vendors.
• Advanced Microsoft Excel skills, including macros and advanced formulas.
• Exposure to or experience with SAP and/or Zendesk.

Responsibilities

• Investigate held product stock for damage, expired items, and licensing issues.
• Determine financial responsibility and liaise as needed between warehouses, sales, and vendors.
• Apply inventory knowledge and analyze platforms to identify root causes, challenges, and trends, and make key decisions.
• Manage vendor disputes and reduce divisional losses by negotiating returns and recovering funds.
• Exercise judgment in negotiations, including returns and restock fees when there is a risk of loss.
• Process chargeback submissions, identify fundamental causes through analysis, and implement solutions.
• Analyze recalled inventory reports to ensure vendor funds are recovered and recalled inventory is not released to customers.
• Safeguard allocation, lot sequestering, and restricted inventory.
• Make data-driven decisions based on applicable terms and adjust processes as conditions change, while meeting aggressive timelines.
• Lead challenging, high-stakes conversations professionally.
• Maintain shared mailboxes, generate and maintain reports, and complete established deliverables for assigned projects.
• Review and act on active surplus, expired products, and custom items by engaging with sales and vendors.
• Ensure responsibility is assigned to the correct source and manage discussions through resolution, including when parties resist accepting financial responsibility.

Benefits

• Health insurance
• Life and disability insurance
• 401(k) contributions
• Paid time off
• Continuing education and training
• Access to the Employee Assistance Program, Employee Resource Groups, and the Employee Service Corp for employees working fewer than 30 hours per week

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level