Rebate Operations Administrator

Satellite Office; Philippines; On-site; PHP 350,000 - 550,000; Full time

Job summary

Satellite Office is seeking a Rebate Operations Administrator to support rebate programs, vendor governance and supplier support processes across the Group. The role partners with the Financial Operations team as the primary contact for supplier rebate enquiries and to transition to Enable Rebate Management.

Responsibilities include managing Zendesk queues, rebate claims, supplier documentation, monthly close activities, onboarding, and driving process improvements and data accuracy.

Qualifications

• Experience in administration, finance operations or customer service roles.
• Strong attention to detail with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proactive mindset and willingness to support process improvements.

Responsibilities

• Manage rebate and vendor support Zendesk queue with timely responses.
• Serve as primary supplier contact for rebate claims and documentation requests.
• Provide information on rebate calculations, invoicing, and claim status updates.
• Prepare and issue supplier rebate claims with supporting documentation.
• Support settlement of claim disputes and trading term changes.
• Maintain vendor rebate master data and support onboarding/documentation compliance.
• Assist month-end rebate activities and related reconciliations.

Skills

Administration

Finance operations

Customer service

Stakeholder management

Excel

Zendesk

Tools

Zendesk

SAP

Enable platform

Job description

We are seeking a Rebate Operations Administrator to support the administration of rebate programs, vendor governance activities and supplier support processes across the Group. Working closely with the Financial Operations team, this role will act as the primary contact for supplier rebate enquiries, manage rebate administration activities and support the transition to the Enable Rebate Management platform. The role will play a key part in protecting rebate income, improving supplier compliance and supporting Financial Operations transformation initiatives.

The Role

• Manage the rebate and vendor support Zendesk queue, ensuring supplier enquiries are responded to within agreed service levels.
• Act as the primary contact for suppliers regarding rebate claims, supporting documentation requests, dispute resolution and trading term enquiries.
• Provide suppliers with information relating to rebate calculations, retail calendar methodologies, invoice matching processes and claim status updates.
• Prepare and issue supplier rebate claims, including supporting documentation and follow-up activities.
• Support the resolution of claim disputes, escalating technical rebate issues where required.
• Process trading term setups, amendments and maintenance activities.
• Maintain vendor rebate master data and support cross-dock vendor maintenance activities.
• Support vendor onboarding processes, including validating supplier documentation and ensuring compliance requirements are met.
• Follow up vendors regarding outstanding documentation, claims and compliance obligations.
• Assist with month-end rebate activities including allocations, DIFOT support, cross-dock calculations, WLN14 processing and F.62 claim activities.
• Support rebate reconciliations and provide supporting documentation for month-end reporting processes.
• Work closely with the Financial Operations team to identify process improvements, improve controls and support automation opportunities.
• Maintain accurate records and documentation to support internal and external audit requirements.

Future State Responsibilities (Enable)

• Support day-to-day administration of the Enable platform.
• Maintain Enable user access, workflows and operational controls.
• Monitor system exceptions and workflow queues.
• Act as first-line support for supplier and business queries relating to Enable.
• Support data quality monitoring and issue resolution activities
• Assist with testing, training support and ongoing platform enhancements.
• Support vendor governance, supplier compliance and rebate process automation initiatives.

About You

To Be Successful In This Role You Will Need

• Previous experience in an administration, finance operations, customer service or supplier support role.
• Strong attention to detail with a proven ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong problem-solving and stakeholder management capabilities.
• A customer-focused approach with the ability to manage supplier relationships professionally.
• Intermediate to advanced Microsoft Excel skills.
• Experience working with ticket management systems such as Zendesk is highly desirable.
• SAP experience is advantageous but not essential.
• Experience working with supplier rebates, vendor administration, finance operations or retail environments will be highly regarded.
• A proactive mindset and willingness to support ongoing process improvement and system transformation initiatives.

Success Measures

• Supplier enquiries responded to within agreed service levels.
• Rebate claims issued accurately and on time.
• Trading term changes processed accurately and efficiently.
• Vendor onboarding and compliance activities completed within required timeframes.
• Month-end processing activities completed accurately and on schedule.
• High levels of supplier and stakeholder service.
• Successful transition to and adoption of Enable processes and controls.
• Maintenance of accurate rebate and vendor records with minimal exceptions