Import Account Specialists provide operational and analytical support to all areas of the Import Merchandise Administration Department
Work closely with Import Management, Merchandise Managers, Import Logistics, Import Compliance, Accounts Payable, and DC Receiving Managers
Improve department performance through elevated knowledge of product and testing requirements and U.S. importing regulations.
Responsible for daily management of assigned department accounts, 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
Initiate and send New Vendor Introductory Letter outlining required documents for initial setup: Overseas and U.S. contact information, Liability Insurance, Continuing Vendor Indemnification, and Banking Information. Also, must ensure receipt and complete understanding of Import Compliance Manual that includes our full Product Quality Assurance Program
Annually distribute updated Import Compliance Procedures and ensure vendor understanding of all policies and procedures and receipt of Insurance Certification and endorsed Indemnification.
Ensure 24-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 (MMS) vendor records to include current contact information and primary email addresses (for purchase order issuance)
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 and manage approved purchase orders to vendors including appropriate notes to ensure compliance with all Federal, State, Customs, and Safety Import Regulations
Control process by which price offers and counteroffers are communicated to the vendors/buyers, finalized, and entered the purchase order.
Manage process by which vendors and buyers are informed of HTSUS# (Harmonized Tariff Schedule) and Duty rate changes that affect the landed cost.
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.
Confirm receipt of every emailed purchase order via PO Email Distribution Maintenance
Manage above processes for all overseas trip orders (average 3,000 PO’s per trip) to ensure to ensure accurate data, confirmed compliance, and timely release of order to the vendors
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 which includes Lab Tests, Medical Device Listings, UL Listings, MSDS, FDA Facility Registration Number, Stuffed/Plush Toy Registration for PA, MA, and OH, Textile Registration/Declaration, Drop Ball Certificate, Fumigation Certificate, Vet Certificate, Visa/Quota, GSP Declaration, Ceramicware Certification, and CPSIA Tracking Markings
Weekly analysis to identify delinquent product approvals and subsequent email notification to those vendors outlining their specific items 4 weeks prior to planned ship date.
Weekly analysis to identify delinquent shipment bookings and subsequent email notification to those vendors outlining their specific items 2 weeks prior to planned ship dates.
Manage all vendor requests for ship window extensions. Initiate communication to Merchandise Management for their decision to extend, cancel, or expedite shipment. Convey decision to Vendor, Graphic Artists, and Import Logistics and process purchase order accordingly.
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. Provide Infringement Notification to vendors as directed by Import Management/ Legal Department
Send vendor claim invoices monthly/quarterly as needed, following through until payment is received, and file is closed.
Maintain vendor claim worksheet by SKU (that includes individual claim and payment entries)
Report and update all issues in the Import Weekly Team Meeting Notes
 
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