Reconciliation Administrator

Benefits:

• Health insurance
• Paid time off
• Vision insurance
• 401(k) matching
• Dental insurance
• Employee discounts

At Palmetto Garage Works we are dedicated to providing quality services to customer vehicles in the areas of inspection, diagnosis, and repair, utilizing the expertise attained through ASE Certifications and/or years of automotive repair experience.

We're looking for a detail-driven Reconciliation Administrator to own the reconciliation of all parts, tire, and supply purchases across our multi-location, multi-state footprint. You'll be the person who makes sure what we ordered, what we received, what we were billed, and what we paid all line up — and who works directly with vendors to resolve the gaps when they don't.

This role also serves as a central point of contact for vendor account administration: opening new accounts, maintaining existing ones, and closing accounts as locations and supplier relationships change.

If you like clean numbers, hate unexplained variances, and can hold your own on the phone with a parts rep, this is your job.

What You'll Do

Purchase Reconciliation

• Reconcile parts, tire, and shop supply purchases across all locations — matching purchase orders, receiving documents, repair orders, and vendor invoices
• Research and resolve pricing discrepancies, quantity variances, duplicate billings, and missing invoices
• Track and verify vendor credits, core charges, returns, warranty claims, and rebates
• Reconcile vendor statements monthly and clear open items before period close
• Investigate unmatched or aged items and drive them to resolution with store managers and vendors
• Identify recurring discrepancy patterns and flag them for process or vendor-level correction

Vendor Account Management

• Set up new vendor accounts, including credit applications, W-9s, tax exemption certificates, and payment terms
• Maintain vendor master data — contacts, pricing agreements, terms, remit-to information, and location-level account numbers
• Close and settle accounts for discontinued vendors or closed locations, ensuring final balances and credits are captured
• Serve as primary liaison for vendor billing inquiries and account issues
• Support negotiation and documentation of pricing agreements alongside [Purchasing / Operations]

Support & Reporting

• Partner with store managers and service leadership to correct receiving and PO practices at the source
• Prepare reconciliation status and open-variance reports for accounting leadership
• Support month-end close, accruals, and internal or external audit requests
• Assist Accounts Payable with invoice coding and approval routing as needed
• Recommend improvements to reconciliation workflows and documentation standards

What You Bring

Required

• Proven accuracy with high-volume transactional detail
• Confident, professional communication with vendors and field/store personnel
• Ability to independently prioritize and follow open items through to closure
• High school diploma or equivalent

Preferred

• Experience in automotive repair, tire, dealership, fleet, or another parts-intensive industry
• Familiarity with shop management Systems (RO Writer)
• Working knowledge of core charges, warranty and return credits, and tire vendor programs
• Multi-location or multi-state accounting experience
• Strong Excel skills (pivot tables, VLOOKUP/XLOOKUP, filtering and comparing large data sets)