Job Description

Overview

Topco Associates is currently seeking a Category Specialist to join our Produce Team in Itasca, IL. This position will be a hybrid role, with the successful candidate conducting work in our Itasca office three times per week and virtual twice per week.

Topco's mission is to provide solutions for our member owners, regional retailers and wholesalers, and help them achieve a competitive advantage in the markets they serve. We aspire to develop high-performing teams to resemble the diversity of our members' shopper communities to drive greater innovation and creativity that ultimately enhances our business results and the value Topco provides to its membership.

The Category Specialist coordinates a variety of procurement and administrative activities, including processing purchase orders, maintaining item information, coordinating pricing and promotional updates, and managing vendor documentation. This position also serves as a primary point of contact for routine order-related questions and issues, working directly with members, suppliers, and carriers to help ensure accurate, timely transactions and a high level of service.

This is an excellent opportunity for someone early in their career who enjoys working with people, managing details, and keeping business processes organized and on track. You'll gain hands-on experience with purchasing systems, supplier relationships, and category operations while developing a strong foundation in procurement and the grocery industry.

Responsibilities

Essential Responsibilities

Purchasing & Category Operations

• Process and manage purchase orders accurately and within established timelines, coordinating with suppliers, members, and carriers to support timely product delivery.
• Coordinate item setup and maintenance, ensuring product information and related documentation are complete and accurate.
• Process pricing updates, promotional information, and other category-related changes in the appropriate business systems.
• Support inventory and product availability coordination by communicating order updates, identifying discrepancies, and following up on outstanding items.
• Maintain accurate purchasing and category information to support efficient operations and reliable reporting.
• Coordinate routine procurement activities and provide day-to-day operational support to Category Managers and other team members.

Member & Supplier Service

• Serve as a primary point of contact for routine purchase order and transaction-related questions from Topco members, suppliers, and carriers.
• Follow up on orders, deliveries, and outstanding issues to confirm appropriate handling and resolution.
• Communicate order updates, discrepancies, and other relevant information promptly and professionally.
• Partner with members, suppliers, carriers, and Topco Accounting to research and resolve routine billing and invoicing discrepancies.
• Recognize issues that require additional attention and escalate more complex matters to the appropriate Category Manager or internal partner.
• Build productive working relationships by providing responsive, accurate, and dependable service.

Vendor Administration & Compliance

• Coordinate the completion and submission of required documentation for new supplier setup and approval.
• Maintain supplier records and monitor documentation to help ensure vendors meet Topco requirements, including Product Supply Agreements (PSAs), Certificates of Insurance (COIs), and applicable food safety documentation.
• Follow up with suppliers to obtain outstanding documentation and address administrative requirements.
• Work with internal stakeholders to support supplier onboarding and ongoing compliance processes.

Reporting & Team Support

• Prepare and maintain reports, spreadsheets, and other documentation used to support category operations and business planning.
• Coordinate materials and information for member and supplier business reviews and planning sessions.
• Use available systems and reporting tools to research information, identify discrepancies, and support day-to-day business needs.
• Contribute to team efficiency by sharing knowledge, documenting processes, and helping onboard and train new Category Specialists as needed.
• Take ownership of assigned activities and support additional projects and priorities as business needs evolve.

Qualifications

Required Qualifications

• High school diploma or equivalent.
• Approximately one year of experience in customer service, administrative support, order processing, retail, or a related field; equivalent experience or transferable skills will also be considered.
• Strong attention to detail and the ability to process information accurately.
• Effective written and verbal communication skills, with the ability to interact professionally with members, suppliers, carriers, and internal colleagues.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Basic proficiency in Microsoft Office applications, particularly Excel and Word.
• Comfort working with business systems and technology, with the ability to learn new applications and processes.
• A dependable, service-oriented approach with strong follow-through and a willingness to take ownership of assigned responsibilities.

Preferred Qualifications

• Associate's or bachelor's degree in Business, Supply Chain, Marketing, or a related field.
• Experience in customer service, purchasing, procurement, order management, or administrative operations.
• Familiarity with enterprise resource planning (ERP) systems, customer relationship management (CRM) tools, or other business applications.
• Experience working with spreadsheets, data entry, or routine business reporting.

What You'll Bring

• Customer Focus: A genuine interest in helping others and providing responsive, dependable service to members, suppliers, and colleagues.
• Attention to Detail: A commitment to accuracy when processing orders, maintaining records, and managing important business information.
• Organization & Follow-Through: The ability to keep work organized, manage competing priorities, and see tasks through to completion.
• Communication: Confidence communicating with different people, asking questions, providing updates, and addressing routine issues professionally.
• Problem Solving: A practical, resourceful approach to researching discrepancies and finding solutions while recognizing when to involve others.
• Collaboration: A team-oriented mindset and willingness to work across departments to keep business activities moving forward.
• Adaptability: An interest in learning new systems, processes, and business practices in a fast-paced environment.

Topco strives for an inclusive workplace that reflects our member shopper’s communities. If your experience similarly reflects what you see listed in the job description, please consider applying, as individuals come with a wealth of experience and talent beyond just the technical requirements of a job. Diversity of experience and skills combined with passion is a key to innovation and excellence; therefore, we encourage individuals from all backgrounds to apply to our positions.

Topco is an equal employment opportunity employer, dedicated to a policy of non-discrimination in employment on any basis, including age, sex, color, race, creed, national origin, ancestry, religion, sexual orientation, marital status, political belief, veteran's status, or disability that does not prohibit performance of essential job functions. Please let us know if you require accommodations during the interview process.

Salary Range

$50,000 - $60,000/annually

Benefits

• Medical coverage through Blue Cross Blue Shield (PPO and HDHP offered)
• Health Savings Account
• Dental coverage
• Vision coverage
• Annual flexible spending accounts
• Tuition Reimbursement
• Competitive 401(k) match
• Generous PTO offered