Vendor Chargeback Coordinator na TMC

Vendor Chargeback Coordinator

Position Summary:
The Vendor Chargeback Coordinator is responsible for managing supplier chargebacks related to warranty claims, defective parts, freight, and policy compliance. This position ensures timely processing of chargebacks, accurate documentation, and effective communication with vendors and internal departments. The coordinator plays a key role in recovering costs, maintaining accountability, and supporting process improvements within the vendor relations and warranty claims process.

Essential Duties & Responsibilities:

• Review and process vendor chargebacks for supplier claims, ensuring accuracy and policy compliance.
• Collect, validate, and maintain supporting documentation (warranty claims, invoices, photos, credit memos, shipping records, etc.).
• Partner with internal departments—including Warranty, Purchasing, and Accounting—to confirm claim accuracy and resolve discrepancies.
• Communicate with vendors regarding approvals, denials, disputes, negotiations, collections, and backup documentation requests.
• Monitor and track open chargebacks, ensuring timely follow-up and closure.
• Update and maintain all internal guides, including the VCB Guide, Service VCB Guide, and related tabs, ensuring accuracy and accessibility for the team. 
• Support audits and internal reviews by maintaining well-documented and organized chargeback records.
• Keep work instructions, checklists, and processes current according to our document control procedure.
• Perform any other requests assigned by Customer Service Admin Manager, Department Manager/Supervisor/Lead

Qualifications & Skills:

• Strong attention to detail with a focus on accuracy and documentation.
• Excellent written and verbal communication skills for vendor and internal team correspondence.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word); experience with ERP systems such as DAX or similar preferred.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Strong analytical, problem-solving, follow-up, and organizational skills.
• Previous experience in warranty processing, supplier claims, accounting, or vendor relations preferred.

Key Competencies:

• Accountability and follow-through on open items.
• Professional and proactive communication with vendors.
• Timely resolutions that are in the best interest of TMC.
• Collaborative approach to working with cross-functional teams.
• Commitment to continuous improvement in chargeback and claim resolution processes.
• Team player.

Pre-employment drug screen required.

EOE