Wholesale Business Coordinator
About The Position
The Wholesale Business Coordinator supports the Director of Wholesale and the Wholesale Billing Lead by tracking, preparing, following up on, and documenting work related to pricing, customer onboarding, billing support, carriers, and oil-company administration. The role helps ensure dealers are paid and billed correctly and receive timely service, while pricing approvals, credit decisions, and dispatch remain with their existing owners. The coordinator works across sales, billing, finance, suppliers, carriers, treasury, and retail operations. Responsibilities include preparing information for review and approval, maintaining records and reports, responding to dealer requests, and following open items through to resolution. The position is part of Vintners Distributors, a growing convenience, fuel, and car-wash business headquartered in Union City, California.
Requirements
- Strong Excel skills, including lookups, pivot tables, and clean tracking sheets.
- Strong attention to detail with numbers, invoice references, and pricing.
- Clear, professional written communication with customers, suppliers, and carriers.
- Ability to manage many open items at once and follow up without reminders.
Nice To Haves
- Two or more years of experience in a coordinator, billing, accounts receivable, or sales operations role.
- Experience in fuel wholesale, petroleum distribution, or another commodity or logistics business.
- Familiarity with bills of lading, rack pricing, EFT and ACH processes, and dealer billing.
- Experience with fuel back-office software such as PDI and with CRM.
Responsibilities
- Send morning rack and price notices to sales representatives.
- Maintain the price-match log by recording requests, checking them against pricing guidelines, obtaining approval, and sending a weekly recap.
- Prepare quote packages for new and prospective customers for the Director’s approval.
- Collect and route credit applications, EFT forms, seller permits, and customer setup documents.
- Use an onboarding checklist covering credit, system setup, pricing, carrier, tank chart, and first delivery date.
- Notify treasury in advance about planned bank-detail changes for new accounts.
- Prepare corrected invoices and rebills for the Billing Lead to review and send.
- Serve as the first contact for dealer requests for invoice copies and EFT notices, responding within one business day.
- Collect bills of lading and driver paperwork for billing disputes before a credit decision is made.
- Track returned ACH payments until the re-draft clears.
- Process supplier EFT and company-name changes, and track oil-company receivables until paid.
- Follow up on supplier invoices missing from the billing system.
- Set up new carriers by collecting rate sheets, W-9 forms, insurance, and company profiles.
- Send a monthly scorecard of carrier loads by terminal.
- Log carrier incidents and claims and follow them through to closure.
- Track branding and incentive funds from approval through receipt.
- Retrieve delivery records for oil-company compliance requests.
- Help prepare offer comparisons for sales representatives.
- Pull data for finance requests and period-end margin reports.
- Prepare pipeline updates and weekly meeting agendas.
- Keep the CRM up to date.
- Coordinate fuel deliveries with retail operations for company-operated sites, including site access and new site openings.
Benefits
- Medical, dental, and vision benefits.
- 401(k) benefits.
- Paid vacation, sick time, and company holidays.
- Employee and fuel discounts, including tenure-based fuel discounts subject to weekly gallon and fill-up limits.
- Opportunities to learn wholesale operations and grow within the organization.
- Competitive hourly pay.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
