We are seeking a Rebate Operations Administrator to support the administration of rebate programs, vendor governance activities and supplier support processes across the Group. Working closely with the Financial Operations team, this role will act as the primary contact for supplier rebate enquiries, manage rebate administration activities and support the transition to the Enable Rebate Management platform. The role will play a key part in protecting rebate income, improving supplier compliance and supporting Financial Operations transformation initiatives.
The Role
Manage the rebate and vendor support Zendesk queue, ensuring supplier enquiries are responded to within agreed service levels.
Act as the primary contact for suppliers regarding rebate claims, supporting documentation requests, dispute resolution and trading term enquiries.
Provide suppliers with information relating to rebate calculations, retail calendar methodologies, invoice matching processes and claim status updates.
Prepare and issue supplier rebate claims, including supporting documentation and follow-up activities.
Support the resolution of claim disputes, escalating technical rebate issues where required.
Process trading term setups, amendments and maintenance activities.
Maintain vendor rebate master data and support cross-dock vendor maintenance activities.
Support vendor onboarding processes, including validating supplier documentation and ensuring compliance requirements are met.
Follow up vendors regarding outstanding documentation, claims and compliance obligations.
Assist with month-end rebate activities including allocations, DIFOT support, cross-dock calculations, WLN14 processing and F.62 claim activities.
Support rebate reconciliations and provide supporting documentation for month-end reporting processes.
Work closely with the Financial Operations team to identify process improvements, improve controls and support automation opportunities.
Maintain accurate records and documentation to support internal and external audit requirements.
Future State Responsibilities (Enable)
As we transitions to the Enable Rebate Management platform, this role will progressively evolve to:
Support day-to-day administration of the Enable platform.
Maintain Enable user access, workflows and operational controls.
Monitor system exceptions and workflow queues.
Act as first-line support for supplier and business queries relating to Enable.
Support data quality monitoring and issue resolution activities
Assist with testing, training support and ongoing platform enhancements.
Support vendor governance, supplier compliance and rebate process automation initiatives.
About You
To be successful in this role you will need:
Previous experience in an administration, finance operations, customer service or supplier support role.
Strong attention to detail with a proven ability to manage multiple priorities.
Excellent written and verbal communication skills.
Strong problem-solving and stakeholder management capabilities.
A customer-focused approach with the ability to manage supplier relationships professionally.
Intermediate to advanced Microsoft Excel skills.
Experience working with ticket management systems such as Zendesk is highly desirable.
SAP experience is advantageous but not essential.
Experience working with supplier rebates, vendor administration, finance operations or retail environments will be highly regarded.
A proactive mindset and willingness to support ongoing process improvement and system transformation initiatives.
Success Measures
Supplier enquiries responded to within agreed service levels.
Rebate claims issued accurately and on time.
Trading term changes processed accurately and efficiently.
Vendor onboarding and compliance activities completed within required timeframes.
Month-end processing activities completed accurately and on schedule.
High levels of supplier and stakeholder service.
Successful transition to and adoption of Enable processes and controls.
Maintenance of accurate rebate and vendor records with minimal exceptions
Skills Required
- Previous experience in administration, finance operations, customer service, or supplier support
- Strong attention to detail and ability to manage multiple priorities
- Excellent written and verbal communication skills
- Strong problem-solving and stakeholder management capabilities
- Customer-focused approach and ability to manage supplier relationships professionally
- Intermediate to advanced Microsoft Excel skills
- Experience with ticket management systems such as Zendesk
- SAP experience
- Experience with supplier rebates, vendor administration, finance operations, or retail environments
- Proactive mindset and willingness to support process improvement and system transformation initiatives
What We Do
Satellite Office is a premium offshoring and staff-outsourcing provider that helps businesses build dedicated, high-performing teams in the Philippines. It recruits and supports talent across customer service, sales, IT and software development, finance, marketing, creative design, and back-office operations. Its end-to-end services include recruitment, onboarding, HR, payroll, technology infrastructure, facilities, and ongoing account management for international clients from offices in Australia, the United States, and the Philippines.
