Claims Coordinator

JOB SUMMARY:

The Claims Coordinator is responsible for managing the full supplier claims process to ensure timely and accurate recovery of credits for damaged, shorted, spoiled, or otherwise non-conforming products. This individual works closely with Inventory Control, FSQA, Produce QA, and the Receiving Teams, and is responsible for gathering information and submitting claims for all suppliers — including Sysco International Food Group (IFG).

The ideal candidate is detail-oriented, process-driven, and highly organized, with strong communication skills and the ability to coordinate cross-functional activities in a time-sensitive environment.

DUTIES AND RESPONSIBILITIES:

• Serve as the central point of contact for all supplier claims, ensuring submissions are made for both IFG and non-IFG vendors.
• Partner closely with Inventory Control, FSQA, Produce QA, Receiving, and Accounts Payable teams to gather required documentation and foster effective communication for claim resolution.
• Ensure temperature monitoring logs are obtained and attached for all chilled or refrigerated product claims.
• Verify completion of a GoCanvas form for every supplier claim submission.
• Compile and submit complete claims packages—including photos, BOLs, product details, temperature logs, and related documentation—to the appropriate supplier or IFG contact.
• Accurately upload and organize all Purchase Order documents and corresponding invoices in OpenText for effective record-keeping and claim validation.
• Track the status of all claims in a centralized log, ensuring timely resolution and credit issuance.
• Maintain regular communication with IFG and supplier contacts to provide status updates, resolve inquiries, and ensure compliance with claim procedures.
• Provide recurring claim performance and recovery reports to management, highlighting trends, supplier responsiveness, and issue resolution metrics.
• Escalate recurring or unresolved issues to Procurement or Category Management as appropriate.
• Ensure full compliance with Sysco and supplier-specific claim procedures and timelines.
• Engage with warehouse and receiving operations as needed to support documentation and claim verification processes, while adhering to appropriate safety protocols.

EDUCATION AND/OR EXPERIENCE:

• Associate's degree in business, Supply Chain, Accounting, or related field preferred; equivalent experience will be considered.
• Minimum of 2 years’ experience in claims, inventory control, supply chain, or quality assurance roles.
• Familiarity with Sysco and IFG supplier processes is a strong asset.
• Proficient in Microsoft Excel, OpenText, GoCanvas, Salesforce, and digital claims tracking systems.
• Strong organizational skills with keen attention to detail and ability to manage multiple priorities.
• Knowledge of food safety and quality standards, particularly in chilled and perishable goods handling.

SKILLS:

• Ability to multitask and prioritize workloads in a deadline-driven environment.
• Strong analytical and problem-solving skills with a proactive approach to addressing issues.
• Ability to work independently while maintaining strong teamwork and collaboration with colleagues.
• High level of accuracy in data entry and record-keeping.
• Ability to handle confidential and sensitive information with discretion.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Ability to sit for extended periods while working on a computer.
• Ability to lift and move files and boxes up to 25 pounds.
• Must be able to navigate a warehouse environment and reach stored documentation when needed.
• Standard work schedule: Monday – Friday, 8 AM to 5 PM, with flexibility for occasional extended hours as needed.
• The primary work environment is an office setting with occasional visits to warehouse areas.
• Occasional exposure to warehouse conditions, including temperature-controlled environments.

JOB REQUIREMENTS:

• Positive attitude.
• Excellent verbal communication.
• Professional appearance.
• Able to multi-task and work in a fast-paced environment.
• Strong customer service orientation.
• Able to communicate effectively with customers.