Operations Support Specialist

Position Title: Operations Support Specialist

Reports To: Partner, Partner Advisor

Primary Relationships: Partner Team

Date: November 2024

Schedule: 9:00 PM - 6:00 AM PHT


Summary:

Provide support to a variety of teams within the Total Care Department. Coordinate routine tasks within the functional areas of Sales Service, Order Expediting, Order Verifying, Accounts Payables, Accounts Receivables,and Billing.

Responsibilities:

• Support smooth document transfer to Vision360 (Automated AP System) by setting up and maintaining vendor invoice profiles in OCR software (PSIcapture)

• Identify and resolve document reading errors

• Support AP and Billing teams by monitoring OCR software error queues, coordinating resolutions, and ensuring invoices with errors are processed efficiently

• Upload Customer Invoices to client portals

• Update Customer Accounts including Sales Tax Exemption Status and general notes

• Monitor and manage email inboxes to ensure timely responses and action

• Support the Order Expediting team by entering information received from vendor emails or vendor websites into systems

• Contact vendors to acquire updates on orders including proof status, shipping status, and tracking information.

• Enter notes in systems.

• Contact vendors in order to resolve errors related to the invoices

• Generate and analyze reports using multiple systems

• Maintain orders within ERP and Order Management System including changes to addresses, quantities, pricing, etc

• Perform other duties as assigned

Qualifications:

• General proficiency in computer operations

• Familiarity with Microsoft Office 365 applications, including Word, Excel, Outlook, and Teams

• Strong data entry and data validation skills

• Ability to work independently and collaboratively within a multifunctional team

• Effective time management skills with the ability to switch tasks and manage priorities efficiently

• At least 1 year of related clerical experience