Vendor Operations Coordinator

Benefits:

• 401(k) matching
• Competitive salary
• Dental insurance
• Employee discounts
• Health insurance
• Paid time off
• Training & development
• Vision insurance

POSITION SUMMARY

The Vendor Operations Coordinatorowns core and vendor credit recovery across Solvix Auto/Meineke Car Care Center's 56 stores in Indiana, Michigan, Ohio, and Illinois - this is the primary responsibility of the role. The position tracks outstanding cores at the store level, follows up directly with Store Managers, reconciles credits issued against vendor statements, and serves as the company's ongoing point of contact for vendor relationships tied to cores and credits. In addition, this role supports broader collections work, including outreach on aged accounts receivable balances, as capacity allows. The position is critical to protecting company revenue that would otherwise be left uncollected due to missed core returns, unresolved vendor credits, or aging customer accounts.

KEY RESPONSIBILITIES

• Serve as the primary point of contact for vendor relationships related to cores, credits, and returns; resolve disputes and negotiate resolution on aged or denied credits.
• Maintain a running log of outstanding core returns and pending vendor credits by store and vendor; proactively call Store Managers to ensure cores are returned and paperwork submitted on time.
• Cross-reference credits issued by vendors against internal records, flagging discrepancies and building a tracking report on recovery status by store, vendor, and aging.
• Support broader collections work as capacity allows-outreach on aged accounts receivable (retail and fleet) following the company's aging-bucket and write-off framework.
• Escalate to District Managers when a store repeatedly fails to return cores, submit documentation, or support collections follow-up.
• Partner with the Accounting team to ensure recovered credits and payments are properly applied to accounts, and maintain organized documentation to support audits and vendor disputes.
• Report weekly on outstanding core/credit and AR dollar exposure and recovery progress to the Accounting Manager.

QUALIFICATIONS

• 1-3 years of experience in collections, accounts receivable, parts/inventory, or a similar reconciliation-heavy role; automotive aftermarket experience preferred but not required.
• Strong phone presence and vendor-facing experience - comfortable holding managers, customers, and vendor reps accountable, including difficult follow-up calls.
• High attention to detail reconciling data across sources (vendor statements, AR aging reports, shop management system); proficient in Excel/Google Sheets, Tekmetric a plus.
• Strong organizational skills and ability to manage a high volume of open items across 56 locations.

SUCCESS METRICS

• Percentage of core/credit dollars recovered vs. total owed (primary), and average days to close an item.
• Reduction in vendor credit discrepancies; consistency and timeliness of the weekly recovery report.
• Percentage of aged AR balances collected vs. total outstanding, by aging bucket (secondary).

WHY JOIN US

• Play a directly measurable role in protecting company revenue.
• Work cross-functionally with Store Managers, District Managers, and the Accounting team.
• Be part of a growing, multi-state automotive service company.