Vendor Returns Specialist

We are looking for a Vendor Returns Specialist to join our growing team!

At PDI, our goal is to always be committed to providing quality products with prompt, efficient, courteous service in all segments of our business. We pride ourselves in keeping flexibility of procedures and policy at the forefront so that customer needs are always satisfied.

Since 1973, we have maintained our position as a leader in the wholesale distribution industry and offer first-class service to customers in the residential and commercial plumbing industries, as well as home builders, interior designers, re-modelers, and homeowners. We operate 19 branch locations and 14 showrooms throughout Georgia, Tennessee, and South Carolina.

Function: As a Vendor Returns Specialist your primary responsibility is to manage the process of returning merchandise to vendors or suppliers in accordance with company policies and procedures. You will coordinate returns, handle communication with vendors, ensure timely resolution of return issues, and maintain accurate records to support inventory control and financial reconciliation.

Key Responsibilities:

• Initiate return authorization requests with vendors or suppliers for merchandise eligible for return, following established procedures and guidelines.
• Communicate with vendors to obtain return authorizations, instructions, and shipping labels, ensuring compliance with vendor return policies and requirements.
• Receive returned merchandise from customers or warehouse personnel and inspect items for damages, defects, or discrepancies
• Verify returned items against original purchase orders, sales invoices, or packing slips to ensure accuracy and completeness of returns.
• Prepare and maintain accurate documentation and records for all vendor returns, including return authorization forms, shipping documents, and return merchandise authorizations (RMAs).
• Enter return information into inventory management systems or databases, updating inventory records and documenting return reasons, quantities, and values.
• Coordinate return shipments with warehouse personnel and logistics providers, ensuring proper packaging, labeling, and documentation for outbound shipments.
• Arrange for pickup or delivery of returned merchandise to vendors or suppliers, tracking shipments and confirming receipt with carriers.
• Communicate proactively with vendors or suppliers regarding return status, shipment tracking, and resolution of return issues or discrepancies
• Facilitate communication between internal teams and vendors to address return-related inquiries, resolve disputes, and expedite return processing.
• Work with vendors to resolve return discrepancies, such as damaged or incorrect items, short shipments, or pricing errors, ensuring timely resolution and issuance of credits or refunds.
• Process vendor credits or refunds for returned merchandise in accordance with company policies and procedures, reconciling returns with accounts payable records.
• Reconcile returned merchandise with inventory records and financial transactions, ensuring accurate accounting of inventory adjustments, credits, and liabilities.
• Conduct regular audits and reviews of return transactions to identify trends, patterns, or issues impacting return processes and inventory accuracy.
• Ensure compliance with vendor return policies, contractual agreements, and regulatory requirements governing returns and refunds.
• Generate reports and analytics on return volumes, trends, and resolutions for review by management and stakeholders, providing insights and recommendations for improvement.

Position Requirements:

• High school diploma or equivalent; associate or bachelor's degree preferred.
• Previous experience in vendor returns, reverse logistics, or supply chain operations, preferably in the plumbing, lighting, or appliance wholesale industry.
• Strong attention to detail and accuracy in processing return transactions and documentation.
• Excellent communication, negotiation, and interpersonal skills, with the ability to interact professionally with vendors, customers, and internal stakeholders.
• Proficiency in inventory management systems (IMS), Microsoft Excel, and other business software applications.
• Analytical mindset with the ability to analyze data, identify trends, and make data-driven decisions.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.