Supplier Services Officer

When you join Capricorn, you become a part of something bigger than a typical company, because as a co-operative we exist to improve the lives of our Members by supporting them in building stronger businesses - not the other way around.

We are purpose-led and are committed to empowering our community to thrive. Our community includes our employees, and we know what is important to them, because we asked! And here's our commitments to you :

• Provide a diverse and inclusive workplace - because we know how important it is for everyone to be treated fairly and with respect.
• Give you flexibility - it's important to recognise we are all unique and need to create work life balance.
• Offer paid parental leave - that supports both parent's leave and their transition back to work.
• Create a fun environment - our social calendar is full up with a range of different virtual and face-to-face events to keep us connected.
• Work perks - that our employees actually use, such as a fantastic reward and recognition program, wellness program, additional leave purchase and so much more!
• Role Purpose
• Key Accountabilities
• Support to Supplier accounts using our in-house system CAPlink.
• Run reports showing Suppliers who have failed to send in data thus ensuring as much processing as possible is completed monthly, and liaise with Suppliers, Caplink Support, Supply Account Managers, and other internal staff as needed to improve efficiency.
• Update supplier details as required.
• Endeavour to provide first contact answers and resolutions for Supplier queries as required in an accurate and timely manner.
• Liaise with suppliers as well as other internal departments to ensure the successful and efficient resolution of queries.
• Escalate unresolved queries to the Supplier Services Manager as required.
• Use supplier reports to follow up on suppliers whose sales have spiked or are in a credit balance to ensure the integrity of the data in our systems
• Investigate credits on member accounts on stop credit to ensure the member is entitled to them
• Manipulate CSV files into correct format for computer processing.
• Manual processing of invoices and credits into Epicor as required
• Operational Support
• Prepare termination letters and administrative support for Preferred Suppliers who have been terminated;
• Prepare Legal Contracts for new Preferred Suppliers. Verify entity details with VEDA (ASIC Company Search), ensure correct Entity information & signatories;
• Administer the requests for Sparks advertising for suppliers, verifying the advertising received fits the protocols required and returning them for edits if required;
• Enter & provide updates for "Purple Pages"- Supplier Information, set up and edit Purple Pages product descriptions to ensure compliance with supplier protocols. Keep up to date with supplier product categories and supplier accounts;
• Format new and existing supplier updates to be included with members statements monthly;
• Oversee the setup and entry of Bonus Point Campaigns by Suppliers to ensure that Members received all advertised or promised rewards;
• Process Bonus Reward Points on behalf of Supply Account Managers and Preferred Suppliers as required, tracking spend for big supplier groups for each financial year.
• Filing and data entry of updated information from suppliers;
• Administration / Accounting - Raise invoices for Suppliers advertising in Sparks as required;
• Monitor sales mailbox;
• Capabilities Required
• Understanding of accounting principles
• Proven excellence in literacy skills - English language, grammar, spelling, and written comprehension.
• Flexible approach to work.
• Attention to detail.
• Strong time management skills to prioritise workload, meet deadlines across competing priorities.
• Good Interpersonal skills - polite telephone manner, able to work with fellow staff and management.
• Experience
• One year experience in a customer service related role
• Prior experience with account reconciliation in a service environment where a high level of accuracy is required.
• An understanding of motor vehicle brands and car parts would be an advantage.
• Sales or Supply Operational Support experience would be an advantage
• Qualifications
• Completing of Year 12 High School Certificate or equivalent preferred

Core Behaviours

• Organised and methodical in their work approach;
• Work well within a team and autonomously; being respectful of your colleagues at all times;
• Perform well under work demands;
• Maintain professionalism in all interactions
• The next steps