Price Book Administrator Job Description

The Price Book Administrator is responsible for delivering accurate product set-up, price changes and in-store promotions entered through the system for retail operations. They will supply store authorize and de-authorize to vendors and research and resolve accounting and store inquiries on electronic business instruments and regular invoices. The Price Book Administrator will file and maintain and log all price book material and records and communicate all applicable changes. They will interact daily with vendors, Company team members including accounting. The Price Book Administrator must always maintain a positive attitude with excellent customer services skills.

Under the general direction of the Office Manager, the Pricebook Administrator performs professional and administrative duties to manage and maintain an accurate item level price book for Quik Mart Convenience Stores’ multi-unit retail operations and commissary. This highly technical role will resolve price book related issues with retail operations, vendors, and marketing team through effective communication and follow-up, while also ensuring data integrity and product pricing consistency. The Pricebook Administrator will need to perform these duties in accordance with our culture code.

1. We are a true team

2. We appreciate each other

3. We are kind

4. We take pride in our work

Major Responsibilities and Duties

• Responsible for the day-to-day activities and results of those activities relating to the operation of the company’s price book database.
• Product set-ups and price changes in costs and retails for merchandise vendors and in-store promotions.
• Enter and maintain all product set UPC, cost, retail, traits, and attributes submitted by the marketing team.
• Check scan data, run and distribute accurate reporting for promotional rebates.
• Daily vendor file processing for new items, discontinuation of non-active items and cost changes.
• Process all price book changes and communicate to all necessary team members.
• Authorization and de-authorization of stores to merchandise vendors.
• Research and resolution of accounting and electronic business instrument (electronic price book and accounts payable trade invoicing) issues for vendors.
• Responding in a timely, effective manner.
• File maintenance of price book.
• Purchase and sales report production as required.
• Posting of electronic invoicing and communicating to various internal and external customers.
• Rebate management of processing and closing out items.
• Keeps management informed of progress and problems.
• Ensures minimal disruption of ongoing price book data processing through effective coordination.
• Maintains appropriate expertise to ensure effective service level.
• Completes assigned vendor implementation projects in a timely manner.
• Provides training, operational, and technical guidance to team members and recommends changes in procedures and resources.
• Ensure all items are priced within margin guidelines established.
• Work with the accounting department to assure promotional payments made by vendors match current sales and/or accounts receivables.
• Administer monthly compliance checks to assure advertised price on promotions and scan price are accurate and match. Rectify if incorrect.
• Assist manager with administrative duties if needed.
• Performs other various duties as assigned.
• Manage cigarette programs, including scan programs.
• Pricing and item cost correction in price book for line-item inventories
• Reconcile vendor payments to contracts.
• Manage rebate manager and reconciliation.
• Rebate manager - program set up and duration.
• Pricebook imports/exports
• Pricebook item set-up, target margin, etc.
• Maintain a working knowledge of store assisting hardware.
• Maintain all recipes for deli offerings at stores and commissary.
• Aid in transitioning all vendors from regular invoicing to electronic delivered invoicing.

Skills and Personal Characteristics Required

• High energy level and comfortable performing multifaceted projects in conjunction with day-to-day activities.
• Excellent oral and written communication skills required.
• Must be able to effectively find, compile, analyze and present quantitative data in tables and graphs.
• Must demonstrate attentiveness to details; be resourceful, and well organized.
• Must be results and people oriented but have sound judgment-ability to balance other business considerations.
• Strong computer abilities with word-processing, spreadsheet, database, and presentational software are required.
• Must have excellent logic skills and be able to foresee the consequences of various actions.
• Must be able to evaluate situations to make decisions or recommendations in a reasonably short length of time.
• Must be able to inspire trust and promote cooperation among company employees.
• Must have the ability to get along with diverse personalities, be tactful, mature, flexible, and friendly.
• Travel within the company might be occasionally required, long distance travel occasions may arise.
• Must be service oriented, but assertive and persuasive.

• The person must have excellent technical and communication skills with the ability to interact with field management personnel and vendors.
• Attention to detail is crucial requiring exceptional time management skills.
• The ability to work in a high-volume environment with strict deadlines and a working knowledge of retail operations and convenience store marketing.
• Proficient knowledge of Microsoft Office Suite

Physical Demands

• Must be able to sit for long periods of time while at a desk or computer terminal, attending meetings or driving/riding in a car. Long distance travel may require airplane travel.
• Must be able to operate standard business equipment such as a 10-key calculator, Personal computer, computer system terminal, telephone, voicemail and text and presentation equipment.
• Must possess a valid driver’s license and be able to pass an appropriate drug test.