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Claims Coordinator

2 months ago

Lenexa, Kansas, United States Westlake Hardware Full time
About Westlake Hardware

Westlake Hardware is a leading hardware retailer in the United States, operating over 220 neighborhood stores across the country. As a division of Ace Hardware Corporation, Westlake Hardware is committed to serving its customers and communities through exceptional service and quality products.

Job Summary

The Claims Coordinator plays a critical role in processing defective goods, submitting necessary paperwork to vendors, and ensuring timely credit is received and processed in Accounting. This position provides direct support to the Accounts Payable (A/P) department, financial reporting, and other areas of the business.

Key Responsibilities
  • Provide exceptional support to stores, answering questions related to defective goods and warehouse claims processes, and ensuring accurate returns using the correct code at POS.
  • Maintain the defective PO process in JDA for all Ace Policy A items, verifying that defective records generate properly.
  • Check daily reporting to determine all Ace Policy B and C items that have been returned defective, submitting necessary claims paperwork to vendors, and following up to ensure timely credit receipt.
  • Aid Merchandising with vendor recalls and buybacks, including building instructions for stores, adjusting inventory, monitoring inbound credits, and following up with vendors as needed.
  • Work with Accounting to properly allocate incoming credits to the correct GL account.
  • Contact direct-pay vendors to obtain credits for shortages and damaged items.
  • Maintain accurate record-keeping of all claims submitted to verify expected credits are received.
  • Monitor total dollars of claims and on-hand adjustments to identify stores with significant discrepancies, determining root cause and working with store teams, Loss Prevention, and Operations to correct procedural issues.
  • Review system reports to verify items adjusted are under the correct reason code and a matching warehouse claim has been filed if applicable.
  • Provide monthly presentations to stakeholders regarding contract fulfillment status and collections.
Balance Sheet Reconciliations

Prepare monthly balance sheet account reconciliations and adjustment journal entries as necessary for assigned accounts.

Assist A/P Department

Provide assistance to the A/P Department with coding and processing credit memos.

Requirements
  • Associate's degree in Accounting or 2+ years' experience in Accounting or a related field.
  • Proficiency in MS Excel, including the ability to collect and organize large amounts of data using pivot tables, vlookups, and other Excel tools.
  • Strong critical thinking and problem-solving skills, with excellent organizational, written, and verbal communication skills.
  • Ability to define problems, establish facts, and draw valid conclusions, interpret technical instructions, and apply common sense understanding.
  • Ability to work independently and as part of a team to complete multiple assignments in a fast-paced environment.
  • Effective presentation skills, with the ability to respond to questions from groups of managers, customers, and the general public.
  • Ability to read and interpret documents, write routine correspondence, and maintain accurate records.
Compensation Details

$19.00 / hour