Wholesale Business Coordinator

Description

Join Our Growing Team!

Vintners Distributors is the corporate arm that oversees West Coast Convenience, Eaton Foods, Eatswell, and Prohas Enterprises. Its portfolio includes Loop Neighborhood Market, Poppy Market, other gas brands, Krispy Krunchy Chicken, and other quick-service restaurant brands. Headquartered in Union City, CA, the company operates a growing network of convenience stores, fuel stations, and car washes across California. Founded in 1978, it also develops real estate and owns and operates its locations.

Vintners Distributors continues to expand and seeks customer-focused individuals who want to make an impact. We are committed to delivering high-quality, better-for-you products and an exceptional store experience, guided by our core values: People, Teamwork, Communication, Training, Results Matter, Fun, Customer-Centered, and Safety.

If you thrive in a fast-paced environment and are driven by service, innovation, and teamwork, we invite you to join us in redefining convenience for our customers every day.

Position Summary

The Wholesale Business Coordinator supports both the Director of Wholesale and the Wholesale Billing Lead. You will own tracking, preparation, follow-up and documentation across pricing, customer onboarding, billing support, carriers and oil-company administration. Your work keeps dealers paid, billed correctly, and served on time, so the leaders can focus on growing accounts.

Pricing approvals, credit decisions, and dispatch stay with the current owners. You prepare the work, keep it on track, and close the loop.

Daily pricing support

· Send the morning rack and price notices to the sales reps.

· Keep the price-match log: record each request, check it against pricing guidelines, get approval, and send a weekly recap.

· Prepare quote packages for new and prospective customers for approval from the Director.

New customer onboarding

· Collect and route credit applications, EFT forms, seller permits and setup documents.

· Run a standard onboarding checklist covering credit, system setup, pricing, carrier, tank chart and first delivery date.

· Tell treasury ahead of time about planned bank-detail changes for new accounts.

Billing and back-office support

· Prepare corrected invoices and rebills for the Billing Lead to review and send.

· Act as first contact for dealer requests for invoice copies and EFT notices and reply within one business day.

· Collect delivery documents (BOLs, driver paperwork) for billing disputes before a credit decision is made.

· Track returned ACH payments until the re-draft clears.

· Process supplier EFT and company-name changes, and track oil-company receivables until they are paid.

· Follow up on supplier invoices missing from the billing system.

Carriers

· Set up new carriers (rate sheet, W-9, insurance, company profile).

· Send a monthly scorecard of carrier loads by terminal.

· Log carrier incidents and claims and see them through to closure.

Oil-company and branded administration

· Track branding and incentive funds from approval to receipt.

· Pull delivery records for oil-company compliance requests.

· Help prepare offer comparisons for sales reps.

Reporting and team support

· Pull data for finance requests and period-end margin reports.

· Prepare pipeline updates and weekly meeting agendas.

· Keep the CRM up to date.

· Coordinate fuel deliveries with retail operations for company-operated sites, including site access and new site openings.

Requirements

· Strong Excel skills (lookups, pivot tables, clean tracking sheets).

· Strong attention to detail with numbers, invoice references, and pricing.

· Clear, professional written communication with customers, suppliers, and carriers.

· Able to manage many open items at once and follow up without being reminded.

Preferred

· 2+ years in a coordinator, billing, accounts receivable, or sales operations role.

· Experience in fuel wholesale, petroleum distribution, or another commodity or logistics business.

· Familiarity with BOLs, rack pricing, EFT and ACH processes, and dealer billing.

· Experience with fuel back-office software (such as PDI) and CRM.

Why join us

· A visible role in a growing wholesale business, working directly with its leaders.

· Clear ownership and room to build the processes yourself.

· A team that values communication, teamwork, results, integrity and respect.

What’s In It for You

· Competitive hourly pay

· Medical, dental, vision, and 401(k) benefits

· Paid vacation, sick time, and company holidays

· Employee and fuel discounts

· Opportunities to learn wholesale operations and grow within the organization

Employee Incentives

· Employees that are with us for 6 months to 3 years = 0.10 cents off a gallon of fuel

· Employees that are with us for 3 years to 5 years = 0.30 cents off a gallon of fuel

· Employees that have been with us for 5+ years = 0.40 cents off a gallon of fuel

· MAXIMUM 20 GALLONS AND 2 FILL UPS PER WEEK