Import Merchandise Specialist (DT-3)

SUMMARY OF POSITION:

  • Provide operational and analytical support to all areas of Import Merchandise Administration
  • Work closely with Import Management, Import Testing, Merchandise Managers, Import Logistics, Import Compliance, Accounts Payable, and DC Receiving Managers
  • Responsible for daily management of assigned product categories, ensuring timely follow-up and optimal customer service for all vendors
  • Facilitate timely communication to Merchandise Managers for all vendor account issues

PRINCIPLE DUTIES AND RESPONSIBILITIES:

Vendor Account Management

  • Contact new vendors upon account set up and ensure receipt and understanding of the Import Compliance Manual
  • Ensure 48-hour response to all vendor inquiries, which may include engaging appropriate parties (Merchandise, Logistics, Operations, Finance and Allocations) to assure timely resolution
  • Facilitate effective communication between vendors and merchants
  • Maintain accurate internal vendor records to include current contact information and primary email addresses
  • Communicate all new or changing policies as directed by Import Management

Purchase Order Management

  • Initiate new SKU creation, validate existing SKU information and revise data, while adhering to all compliance procedures established by Import Management. This includes maintaining an accurate quote sheet, complying with Custom’s regulations, verifying landed cost and maintaining on-line database for record retention (SOX)
  • Create, release and maintain all approved purchase orders
  • Enter appropriate PO notes to ensure vendor compliance with all Federal, State, Customs, and Safety Import Regulations
  • Control process by which price offers and counter offers are communicated to the vendors/buyers, finalized, and entered into the purchase order
  • Confirm integrity of specific import related data elements for purchase orders: pricing, cubic feet and weight, case pack, FOB port, payment terms, compliance documentation, and lead time
  • Ongoing PO maintenance beyond initial release to ensure accurate and up-to-date FOB point, lead time, and ship window
  • Advise and follow up on all letter of credit amendments to ensure timely issuance by Finance and receipt by vendor

Product Flow Management

  • Manage sample approval process by securing product/package approval from buyers and graphic artists. Communicate to vendor any enhancements to product design, packaging, and/or artwork and ensure vendor complies with the outlined changes
  • Ensure all regulatory/compliance mandates are met before authorizing shipment
  • Weekly analysis to identify delinquent product approvals and subsequent email notification to those vendors outlining their specific items
  • Weekly analysis to identify delinquent shipment bookings and subsequent email notification to those vendors outlining their specific items
  • Manage all vendor requests for ship window extensions. Initiate communication to Merchandise Management for their decision to extend, cancel, or expedite shipment. Analyze every receiving shortage and overage. Research and resolve by maintaining weekly spreadsheets and if necessary engage the assistance of Logistics personnel to bring about final resolution

Product Issue and Vendor Claim Management

  • Research product issues and facilitate communications between Import Management, Buyer, and Vendor
  • Secure and advise management of SKU history details for any potentially infringing products.
  • Send vendor claim invoices as needed, following through until payment is received

QUALIFICATIONS

  • 3-5 years’ experience in vendor account management or shipping related industry
  • Strong verbal and written communication skills
  • Ability to interact effectively with various levels of management, the buying staff and a wide variety of vendor partners
  • Must be able to work effectively under deadlines while handling multiple priorities
  • Able to work independently and with a team
  • Strong organizational and analytical skills
  • Must be able to use discretion related to confidential information
  • Experience with Excel and Word

For consideration please send your resume to Deborah Bailey at dalexander@vcwhamptonroads.org or call 757-629-4697

10 digits - numbers only please. (eg. 7571234567
10 digits - numbers only please. (eg. 7571234567

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