What are the responsibilities and job description for the Buybacks & Rebate Specialist position at BRAD HALL COMPANIES?
Job Summary
The Buyback & Rebates Specialist is responsible for the timely submission of transactions to Senergy Petroleum's major lubricant suppliers for deliveries made to contracted customers. Timely submission is contractually defined by supplier agreements and reconciliations are required for funds coming back to Senergy as payment. The Buyback & Rebates Specialist maintains and tracks lubricant sales subject to rebate contracts and works with the Lubricant Pricing Specialist to update pricing tables and submit rebate claim data to lubricant suppliers.
Buyback and Rebate Administration
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Review, validate, and submit eligible lubricant sales and delivery transactions to suppliers within established contractual deadlines.
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Prepare and transmit transaction files using supplier-required submission methods, including online portals, FTP platforms, electronic uploads, and manual processes.
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Ensure the accuracy, completeness, and integrity of submitted transaction data, identifying and resolving file errors or rejected submissions.
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Maintain detailed records of submitted transactions, outstanding claims, supplier responses, and payment activity.
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Monitor rebate and buyback agreements to ensure transactions are submitted in accordance with supplier requirements.
Financial Reconciliation and Discrepancy Resolution
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Review supplier payment and reimbursement files to validate accuracy against submitted transactions and expected rebate amounts.
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Identify, investigate, and resolve payment discrepancies, rejected claims, and outstanding reimbursements.
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Correct and resubmit transactions as necessary to ensure accurate and timely payment.
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Partner with Finance and Accounting to support payment reconciliation, reporting, and resolution of outstanding balances.
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Maintain accurate documentation and supporting records to facilitate internal reviews, financial reporting, and audit requirements.
Cross-Functional Coordination and Supplier Relations
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Collaborate with delivery locations across multiple states to investigate and resolve product delivery discrepancies.
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Respond promptly and professionally to supplier and customer requests for proof of delivery, transaction verification, and supporting documentation.
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Work closely with the Lubricant Pricing Specialist to maintain accurate pricing tables and ensure proper application of rebate and buyback agreements.
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Communicate with lubricant suppliers, customers, Sales, Finance, and other internal stakeholders to resolve issues and ensure accurate transaction processing.
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Build and maintain effective working relationships with internal teams and external business partners.
Reporting and Process Improvement
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Prepare and maintain reports tracking rebate submissions, payment status, discrepancies, and outstanding claims.
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Provide analytical reports and relevant transaction information to Sales, Finance, and management as requested.
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Identify opportunities to streamline workflows, improve data accuracy, and reduce processing delays.
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Leverage available technology and system capabilities to enhance transaction processing, reconciliation, and reporting.
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Recommend and implement process improvements that strengthen operational efficiency and financial controls.
Additional
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Maintain a professional and collaborative approach when interacting with colleagues, customers, and supplier representatives.
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Support departmental initiatives and special projects as assigned.
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Perform other job-related duties as necessary to support business operations.
Supervision of Others
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None
Work Environment
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Typically work is performed in an office setting.
Physical Demands
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Able to sit and stand for extended periods of time.
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Able to move about office setting to complete responsibilities.
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Able to move freely around work and customer sites.
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Able to climb stairs and ladders, kneel, bend, and stoop.
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Heavy use of phones, computers, and office equipment.
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Able to lift up to 25 lbs.
Travel
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Negligible
Knowledge, Skills, and Abilities
Required
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Two or more years of experience in A/R, A/P, inventory, office management or a related field.
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Strong Microsoft Excel skills required.
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Must possess proven problem-solving skills, critical thinking skills and the ability to effectively read, write and give clear oral directions and explanations.
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Must have solid attention to detail to ensure accuracy of information.
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Strong organization and time management skills required.
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Must be able to manage multiple tasks/projects simultaneously.
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Must be self-motivated, positive in approach, and act in a professional manner to all employees, vendors, clients and business partners.
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Willingness to accept other additional responsibilities as requested (Fleet PO systems).
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Able to learn company systems and processes.
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Adheres to the company’s values and ethical expectations.
Preferred
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Bachelor’s Degree in Accounting, Finance, or Business.
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Experience in lubricant industry, fuel industry, or transportation industry.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.