Vendor Rebate Specialist

Job Title: Office Administrator

Job Description

Reviews and reconciles quarterly spend data from multiple locations and national vendors to support several rebate and incentive programs. This role focuses heavily on Microsoft Excel to clean, organize, and consolidate large datasets, ensuring accurate allocation of spend and timely completion of quarterly deadlines. The position is ideal for someone who values stability, structure, and long-term opportunity, enjoys working with data and repetitive tasks, and thrives in a supportive, low-drama team environment.

Responsibilities

• Review and reconcile quarterly spend data from more than 90 locations and national vendors.
• Work extensively in Microsoft Excel to clean, organize, and consolidate large datasets, including copying, pasting, sorting, filtering, moving columns, and cleaning data.
• Review invoices and supporting documentation, including Excel files and PDF documents, to verify accuracy and completeness.
• Identify eligible spend and accurately allocate invoices across multiple rebate and incentive programs when needed.
• Compare reported spend to calculated totals, identify discrepancies, and investigate and resolve any differences.
• Communicate with internal teams to clarify data, resolve questions, and request missing or incomplete information.
• Organize, label, and maintain documentation so it is easy to reference and reuse in future quarters.
• Support multiple rebate and incentive programs simultaneously while managing competing priorities.
• Meet quarterly deadlines while maintaining a high level of accuracy and attention to detail.
• Work independently at a computer for extended periods to analyze and process data.
• Ask questions proactively and seek clarification to ensure accurate data interpretation and reporting.

Essential Skills

• 3+ years of experience in an administrative-related role that required a high level of Microsoft Excel use.
• Strong proficiency in Microsoft Excel, including copy/paste, sorting, filtering, moving columns, and cleaning data.
• High attention to detail and the ability to stay focused on repetitive, data-heavy tasks.
• Comfort working with large datasets and multiple files in Excel and PDF formats.
• Willingness to work through ambiguity and resolve incomplete or unclear data.
• Ability to sit at a computer and work with data for most of the day.
• Good verbal and written communication skills, with a willingness to ask questions and collaborate with internal teams.
• Strong organizational skills to maintain well-structured documentation for future reference.
• Reliability in meeting deadlines and managing quarterly cycles with consistent accuracy.

Additional Skills & Qualifications

• Reconciliation experience, particularly with financial or spend data.
• Experience with databases or Microsoft Access.
• Familiarity with advanced Excel functions such as Pivot Tables and VLOOKUP.
• Degree or equivalent education is preferred.
• Interest in long-term career growth within a structured, stable environment.
• Appreciation for problem-solving, repetitive processes, and continuous improvement of data workflows.

Work Environment

This role is based in a corporate office environment with excellent onsite amenities. The position follows a Monday through Friday schedule, with standard hours of either 7:00 a.m. to 4:00 p.m. or 8:00 a.m. to 5:00 p.m. The dress code is business casual. The work is primarily computer-based and Excel-focused, with clear deadlines and well-defined processes. The culture emphasizes stability, structure, and long-term opportunity, with a strong focus on training and supporting employees’ development. The team environment is low-drama and supportive, with a healthy mix of long-tenured employees and newer team members. Once converted to full-time, employees may be eligible for a bonus program based on company performance and can participate in company-sponsored events such as picnics, baseball games, and holiday activities.

Job Type & Location

This is a Contract to Hire position based out of Fort Wayne, IN.

Pay and Benefits

The pay range for this position is $21.00 - $23.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Fort Wayne,IN.

Application Deadline

This position is anticipated to close on Sep 25, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.