Program Administration & Partner Support Spec at Contactus LLC

Program Administration & Partner Support Specialist

Keep the Program Running. Support the Team. Make Things Happen. 🚀

Are you someone who loves staying organized, solving problems, and being the go-to person who keeps everything running smoothly? Do you enjoy working behind the scenes to make sure programs, partners, and teams have everything they need to succeed?

We’re looking for a detail-driven, proactive Program Administration & Partner Support Specialist to support our HCPRO program. In this role, you’ll be the operational backbone—managing program administration, supporting sales teams, assisting partners, coordinating awards and events, and ensuring everything from inventory to incentives runs seamlessly.

If you thrive in a fast-paced environment where no two days are exactly the same, this role is for you.

🌟 What You’ll Do

🛒 Partner Shop Management

Help keep the partner shop running smoothly and fully stocked.

• Create shop listings for new items
• Manage inventory for Power Tools & Air Purifiers
• Submit orders and coordinate reorders with vendors
• Maintain accurate shop listings in the partner platform
• Monitor purchase orders and cash option funds

💰 Cash-Out & Incentive Support

Support sales teams and partners with reward and incentive processing.

• Assist sales teams with cash-out requests and credit letters
• Finalize documentation and submit for processing
• Track and manage cash option purchase orders

📄 Vendor & Compliance Support

Help maintain vendor records and compliance documentation.

• Collect and log W9 forms
• Submit documentation for secure storage
• Maintain vendor and company block status

📞 Customer & Partner Support

Be the escalation point for key program inquiries.

• Support escalated partner and customer requests including:
  • Product registrations
  • Program onboarding
  • Points and rewards inquiries
  • Shop order issues
  • General program support

🌐 Partner Portal Management

Keep the partner experience engaging and up to date.

• Post program updates, news, and banners
• Maintain and update the registerable products whitelist

🤝 Sales Team Support

Provide operational support to help sales teams succeed.

• Maintain distributor lists within the HCPRO program
• Update dealer tier levels for conversion programs
• Track and log Platinum Rally targets

🏭 Commercial Program Administration

Support commercial program participation and rebates.

• Log product registrations through the commercial submission form
• Calculate and track rebate eligibility
• Import and manage points on a monthly basis

🏆 Awards & Recognition Coordination

Help celebrate program success.

• Coordinate shipping details for Gold & Platinum awards with reps
• Submit shipment requests to vendors

💼 Budget & Vendor Management

Keep program finances organized and on track.

• Create and manage purchase orders aligned with program budgets
• Track vendor invoicing and ensure budget accuracy

🎉 Event Administrative Support

Provide operational support for program events and initiatives.

• Reconcile event billing and review invoices
• Track expenses and complete post-event financial reporting
• Create and maintain vendor profiles in the PMD Lookup system
• Process purchase orders for event expenses
• Coordinate with Accounts Payable to ensure timely vendor payments

⭐ What Makes You a Great Fit

• Highly organized with strong attention to detail
• Comfortable managing multiple projects and priorities simultaneously
• Strong communication and collaboration skills
• Experience with program administration, operations support, or sales support
• Ability to troubleshoot issues and support partners and internal teams

🎯 Why This Role Matters

This position plays a key role in keeping the HCPRO program operating efficiently, ensuring partners receive the support they need, sales teams stay informed, and program rewards, events, and inventory are managed flawlessly.

If you enjoy bringing structure to complex programs, supporting teams, and making operations run smoothly, we’d love to hear from you.

Other Duties: 

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

EEO Statement:

ContactUs is an equal opportunity employer. We do not discriminate based on race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law. All aspects of employment, including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.