RTV, Vendor Relations Coordinator

Primary Responsibilities/Essential Functions

• Create, manage, and monitor RTV/RA orders, manifests, pick lists, and outbound shipments.
• Ensure all orders are processed, shipped, and closed within required vendor and client timelines.
• Request, schedule, and follow up on carrier pickups; assign and maintain accurate trailer numbers.
• Address carrier delays, shipping exceptions, and execution issues to prevent credit or compliance risk.
• Ensure RTV docks accurately reflect approved, open, and in-process orders.
• Create, maintain, and finalize RLC shipping scheduling sheets using client-approved templates.
• Assign carriers and addresses and submit schedules for client approval and execution.
• Participate in daily shipping and Vendor Relations calls to review order status, risks, and priorities.
• Manage ongoing communication between facilities, carriers, vendors, and clients regarding RA status, pickups, inspections, and documentation.
• Communicate daily priorities and changes to RTV clerks and facility teams via Slack and email.

Systems & Data Administration

• Utilize internal systems (R1), vendor portals, and carrier platforms to execute RA and shipping workflows.
• Maintain accurate vendor data, return policies, shipping instructions, URLs, and contact information.
• Monitor RA, vendor, and order data integrity; identify and resolve discrepancies, duplicates, or conflicts.
• Support training and troubleshooting related to R1, RTV modules, and vendor workflows.
• Ensure SOPs, failsafes, and system processes are consistently followed to protect data accuracy and client credits.

Vendor & Client Support

• Support vendor policy updates, RA requirements, and scheduling of vendor inspections.
• Manage vendor and client back-and-forth related to approvals, missing information, discrepancies, and exceptions.
• Aid in client escalations related to RA accuracy, mis-shipments, missing items, and documentation issues.
• Provide operational feedback, reporting support, and execution updates to internal teams and clients.

Continuous Improvement

• Support automation initiatives and workflow enhancements tied to RA management and shipping execution.
• Provide feedback on system features and reporting needs to improve efficiency, scalability, and accuracy.
• Identify recurring issues in vendor compliance, RA execution, or data flow and escalate for resolution.