Claims Processing Specialist

Winsupply Inc.; Moraine (OH); On-site; USD 40,000 - 60,000; Full time

Job summary

Winsupply Sourcing Services (WSS) handles millions of square feet of wholesale space and provides inventory and vendor management solutions for a nationwide customer base of wholesale distribution businesses. The role supports filing claims with vendor partners to protect WSS profitability, ensuring timely and accurate submissions and maintaining thorough documentation.

The position involves working with Distribution Center staff to obtain supporting information, managing credits/debits, and

Qualifications

• Associate’s Degree in Accounting, Finance, Business or related field; in lieu of degree, relevant experience considered.
• Experience in wholesale industry a plus.
• Proficient with office technology and software.

Responsibilities

• Calculate and file vendor claim backs in compliance with partner policies.
• Maintain accurate filing and documentation of claims and open credits/debits.
• Review related credits and debits to ensure proper application.
• Monitor vendor charges, charge backs and deductions; invoice denied claims.
• Maintain process documentation on vendor claim filing requirements and related memos.
• Ensure 1:1 claim filing per debit memo with necessary support, coordinating with service specialists.
• Manage vendor disputes and respond to inquiries related to debit memos; ensure policy compliance.
• Develop operational and system expertise, including knowledge of ERP systems; document improvements.
• All other duties as assigned.

Skills

Detail oriented

Analytical thinking

Data analysis

Effective communication

Customer-focused

Deadline driven

Education

Associate’s Degree in Accounting, Finance, Business or related field

Tools

Office software

Job description

Winsupply is in the business of creating and enabling entrepreneurs to achieve their dreams through wholesale distribution. Winsupply is a group of over 680 locally-owned companies that operate across a variety of industries, including HVAC, Plumbing, Electrical and more. The purpose of the support services campus is to eliminate obstacles and provide support to help our entrepreneurs succeed. Support service employees assist entrepreneurs in achieving their dreams through finance, accounting, IT, and other back-office operations.

Job Description

About the Job

Winsupply Sourcing Services (WSS) operates ~2 million square feet of wholesaling warehouse space, while offering inventory and vendor management solutions, to be the premier vendor partner for our customer base.

Our customer base consists of aspiring entrepreneurs who own and operate their own wholesale distribution businesses, now over 650 businesses nationwide. Therefore, this job provides the opportunity to have a direct impact in the success of entrepreneurial small businesses across the United States, and in particular, those that rely on WSS to improve their inventory turnover. WSS transacts with vendors and customers nearly three quarters of a million times in a given fiscal year. In this role, you will help ensure WSS’ profitability is protected by ensuring all claims are filed timely and accurately with our vendor partners, in compliance with their required processes

Key Job Responsibilities by Assigned Service Sector

• Calculate and file claim backs with all vendor partners, in compliance with their policies and procedures, on all vendor job quotes, as well as special price allowances, honored on Distribution Center purchases
  • Maintain accurate list of negotiated vendor claim agreements and ensure completeness of filings
  • Drive consistency in format to standard WSS template, and build internal, automated reporting
• Ensure internal recordkeeping is accurate, as well as complete collection of open claim backs
• Review related, open credits and debits to ensure application
• Monitor vendor charges / charge backs / deductions, verify accuracy, and invoice denied claims
• Maintain accurate process document understanding of vendor claim filing requirements in addition to debit memos written
• Ensure 1:1 claim filing per debit memo on all requiring vendors and that filings are complete and accurate with all necessary support
  • Work with Dedicated Service Specialists and Distribution Center personnel to obtain supporting photographs and other information
• Manage vendor disputes on all filed claims and respond to all inquiries / requests for additional information related to debit memos written; ensure compliance to WSS vendor policies
• Processing Compliance and Excellency
  • Develop WSS / Winsupply operational and system expertise, including knowledge of internal ERP system
  • Maintain proper documentation on all matters; communicate identified process improvements
• All other duties as assigned

Competencies for Success

Detail oriented; analytical / critical thinking; data analysis; effective communication; customer-focused mindset; deadline driven.

Qualifications

Associate’s Degree in Accounting, Finance, Business or related field. In lieu of degree, relevant experience considered. Experience in wholesale industry a plus. Proficient with office technology and software

Additional Information

Physical Demands

The physical demands here are representative of those that must be met to successfully perform the essential job functions with or without reasonable accommodations:

• Sitting for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components.
• Ability to work a non-traditional schedule and be on-call for emergency situations
• May need to travel occasionally

We are committed to inclusion, diversity, and equal employment opportunity, regardless of race, color, ancestry, religion, sex, gender, national origin, sexual orientation, age, citizenship, marital status, disability, veteran status, or any other factor protected by applicable federal, state, or local laws.