Import Account Specialist

Dollar Tree Stores; Chesapeake (VA); On-site; USD 50,000 - 70,000; Full time

Job summary

A national retail company is seeking an individual with 3-5 years of vendor account management experience. Responsibilities include managing vendor communications, ensuring compliance with regulations, and overseeing product flows. Strong organizational, analytical, and communication skills are essential. The position requires proficiency in Excel and Word, along with the ability to handle multiple priorities effectively.

Qualifications

• 3-5 years experience in vendor account management or shipping related industry.
• Ability to interact effectively with various levels of management and vendors.
• Must be able to work independently and with a team.

Responsibilities

• Initiate and send New Vendor Introductory Letters.
• Maintain accurate internal vendor records.
• Manage sample approval process and product compliance.

Skills

Vendor account management

Strong verbal and written communication

Organizational skills

Analytical skills

Proficiency in Excel and Word

Job description

Principal Duties and Responsibilities

• Initiate and send New Vendor Introductory Letter outlining required documents for initial setup: Overseas and U.S. contact information, Liability Insurance, Continuing Vendor Indemnification, and Banking Information. Also must ensure receipt and complete understanding of Import Compliance Manual that includes our full Product Quality Assurance Program
• Annually distribute updated Import Compliance Procedures and ensure vendor understanding of all policies and procedures and receipt of Insurance Certification and endorsed Indemnification
• Ensure 24-hour response to all vendor inquiries, which may include engaging appropriate parties (Merchandise, Logistics, Operations, Finance and Allocations) to assure timely resolution
• Facilitate effective communication between vendors and merchants
• Maintain accurate internal (MMS) vendor records to include current contact information and primary email addresses (for purchase order issuance)
• Communicate all new or changing policies as directed by Import Management

Purchase Order Management

• Initiate new SKU creation, validate existing SKU information and revise data, while adhering to all compliance procedures established by Import Management. This includes maintaining an accurate quote sheet, complying with Custom’s regulations, verifying landed cost and maintaining on-line database for record retention (SOX)
• Create and manage approved purchase orders to vendors including appropriate notes to ensure compliance with all Federal, State, Customs, and Safety Import Regulations
• Control process by which price offers and counter offers are communicated to the vendors/buyers, finalized, and entered into the purchase order
• Manage process by which vendors and buyers are informed of HTSUS# (Harmonized Tariff Schedule) and Duty rate changes that affect the landed cost
• Confirm integrity of specific import related data elements for purchase orders: pricing, cubic feet and weight, case pack, FOB port, payment terms, compliance documentation, and lead time
• Ongoing PO maintenance beyond initial release to ensure accurate and up-to-date FOB point, lead time, and ship window
• Advise and follow up on all letter of credit amendments to ensure timely issuance by Finance and receipt by vendor
• Confirm receipt of every emailed purchase order via PO Email Distribution Maintenance
• Manage above processes for all overseas trip orders (average 3,000 PO’s per trip) to ensure accurate data, confirmed compliance, and timely release of order to the vendors

Product Flow Management

• Manage sample approval process by securing product/package approval from buyers and graphic artists. Communicate to vendor any enhancements to product design, packaging, and/or artwork and ensure vendor complies with the outlined changes
• Ensure all regulatory/compliance mandates are met before authorizing shipment which includes Lab Tests, Medical Device Listings, UL Listings, MSDS, FDA Facility Registration Number, Stuffed/Plush Toy Registration for PA, MA, and OH, Textile Registration/Declaration, Drop Ball Certificate, Fumigation Certificate, Vet Certificate, Visa/Quota, GSP Declaration, Ceramicware Certification, and CPSIA Tracking Markings
• Weekly analysis to identify delinquent product approvals and subsequent email notification to those vendors outlining their specific items 4 weeks prior to planned ship date
• Weekly analysis to identify delinquent shipment bookings and subsequent email notification to those vendors outlining their specific items 2 weeks prior to planned ship dates
• Manage all vendor requests for ship window extensions. Initiate communication to Merchandise Management for their decision to extend, cancel, or expedite shipment. Convey decision to Vendor, Graphic Artists, and Import Logistics and process purchase order accordingly
• Analyze every receiving shortage and overage. Research and resolve by maintaining weekly spreadsheets and if necessary engage the assistance of Logistics personnel to bring about final resolution

Product Issue and Vendor Claim Management

• Research product issues and facilitate communications between Import Management, Buyer, and Vendor
• Secure and advise management of SKU history details for any potentially infringing products. Provide Infringement Notification to vendors as directed by Import Management/ Legal Department
• Send vendor claim invoices monthly/quarterly as needed, following through until payment is received and file is closed
• Maintain vendor claim worksheet by SKU (that includes individual claim and payment entries)
• Report and update all issues in the Import Weekly Team Meeting Notes

Qualifications

• 3-5 years experience in vendor account management or shipping related industry
• Strong verbal and written communication skills
• Ability to interact effectively with various levels of management, the buying staff and a wide variety of vendor partners
• Must be able to work effectively under deadlines while handling multiple priorities
• Able to work independently and with a team
• Strong organizational and analytical skills
• Must be able to use discretion related to confidential information
• Experience with Excel and Word