Incentive Coordinator
Role Summary
The Incentive Coordinator is a detail-oriented, analytically driven role within the Sales Administration organization, responsible for the accurate and timely administration of two complementary incentive programs: Customer Rebate Programs and Internal Sales Compensation.
Key Responsibilities
Own the end-to-end administration of customer rebate programs, including tiered volume rebates, growth incentives, promotional programs, and contractual rebate agreements.
Accurately calculate rebate accruals and earned amounts on a monthly, quarterly, and annual basis using program-defined methodologies; reconcile results against source transaction data.
Maintain program master files including customer eligibility, tier thresholds, earn rates, measurement periods, and payout schedules.
Coincide with Finance and Accounts Receivable to ensure rebate accruals and credits are processed accurately and on schedule.
Prepare customer-facing rebate statements and support account managers in communicating program performance to customers.
Respond to customer and sales team inquiries regarding rebate calculations, earning status, and payment timing.
Identify data discrepancies between source systems and rebate calculation outputs; investigate and resolve root causes.
Administer the bi-annual sales compensation process for the sales organization, including base commission calculations, accelerators, and quota attainment tracking.
Load and validate sales data from BI Tools and other source systems; ensure completeness, accuracy, and proper crediting prior to calculation runs.
Apply compensation plan rules—including splits, prorations, cap provisions, and clawbacks—accurately and consistently across all eligible participants.
Produce and distribute individual compensation statements (earnings reports) for sales representatives and managers on a timely basis.
Manage the dispute and inquiry process: log incoming disputes, research supporting data, coordinate resolution with Sales and HR, and maintain an audit trail of outcomes.
Manage the participant roster including new hires, transfers, plan changes, terminations, and quota adjustments; ensure all changes are reflected accurately and timely.
Partner with Sales Leadership on plan year transitions, new plan design modeling, and total compensation reporting.
Reporting & Analytics
Develop and maintain standard reporting for both incentive programs, including accrual summaries, payout summaries, program performance dashboards, and period-over-period trend analysis.
Provide ad hoc analysis to Sales, Finance, and leadership on incentive spend, program effectiveness, and attainment distribution.
Track and report key program metrics such as rebate earn rates by customer tier, compensation cost of sales (CCOS), and quota attainment distributions.
Support annual budgeting and forecasting processes by modeling incentive program costs under various scenarios.
Controls, Compliance & Documentation
Ensure all incentive calculations comply with approved program documentation, compensation plan documents, and internal financial controls.
Maintain complete and organized records for all calculations, adjustments, approvals, and payments to support internal and external audit activities.
Adhere to internal controls requirements for compensation and rebate processes; participate in audit walkthroughs as needed.
Flag and escalate unusual calculation results, policy exceptions, or potential control gaps to management for review and approval.
Maintain program documentation including calculation methodology guides, process maps, and standard operating procedures.
Cross Functional Collaboration
Work closely with Finance to align rebate accruals with accounting periods and ensure accurate revenue and liability reporting.
Collaborate with HR on compensation plan enrollment, leave of absence adjustments, and year-end true-up processes.
Partner with IT and Sales Systems teams to improve data feeds, automate manual calculation steps, and maintain incentive platform configurations.
Support Sales leadership in understanding program mechanics, identifying outlier situations, and developing exception handling guidelines.