Rebates Officer

Job Purpose Summary

The Rebates Officer is responsible for managing key parts of the Rebates process. Working closely with Vendors, Sales Account Managers, Product Managers and Finance, the Officer ensures Rebate requests, claims, and credit activities are completed accurately, efficiently, and in line with CMS procedures. This position requires good commercial awareness, high levels of accuracy, and the ability to proactively drive resolution across internal teams and external vendors

Role Responsibilities

• Oversee and prioritise all rebate-related tickets in the Rebates Helpdesk, ensuring queries are resolved within agreed SLAs and escalating issues where necessary.
• Create, validate and authorise rebates in SAP, ensuring all supporting approvals are in place and calculations are accurate, compliant, and aligned with vendor agreements.
• Take ownership of month-end rebate balancing, ensuring contracts are closed, settled correctly, and posted to the appropriate ledgers.
• Lead the vendor claim submission process, ensuring all vendor claims are prepared accurately and submitted within 3 working days after month-end.
• Proactively manage aged debt, monitoring overdue amounts daily and driving vendors to ensure payments are received within agreed terms.
• Act as the primary contact for vendors, managing payment issues, resolving queries, and maintaining excellent working relationships.
• Oversee the price protection and MAP validation process, ensuring correct pricing is adhered to and all claims follow vendor guidelines.
• Monitor internal vendor ledgers on a daily basis, identify discrepancies, and take corrective action to ensure financial accuracy.
• Collaborate with internal departments (Finance, Sales, Commercial Teams) to resolve complex queries and ensure rebate processes operate smoothly.
• Manage vendor credit note postings, ensuring accuracy, timely reconciliation, and resolution of any credit-related queries.
• Analysing sales reports and Rebate claims, requiring strong analytical skills
• Analysing stock & sales reports to validate Price Protection & Stock Revaluations
• Manage the credit note postings from vendors and handle any queries associated with credit notes
• Support onboarding and training activities by demonstrating processes, explaining system workflows and sharing best practices. 
• Manage and maintain complainant documentation
• Participate in team initiatives aimed at improving data quality, automation and operational efficiency, contributing ideas and feedback based on daily experience.

Additional Responsibilities

Skills & Personal Attributes

Skills & Abilities:

• Strong communication skills required to manage direct relationships with vendors and sales teams
• Ability to multi-task and understand several vendor procedures
• Ability to work in a fast-paced environment and prioritise tasks accordingly
• Ability to work as part of a team liaising with your colleagues to ensure all tasks are carried out
• Problem solving to help in query resolution
• Flexible with time particularly at the end of the month · Good attention to detail
• Excellent numerical reasoning ability
• Excellent verbal and written communication skills

Experience & Knowledge: 

• Experience of working in an Accounts Dept. or other financial role is highly desirable
• A minimum of 1 years’ experience working within a fast paced administrative role, liaising with multiple teams
• Be proficient in Microsoft Excel
• MS Office experience required
• SAP Experience would be highly desirable

Key Traits