What are the responsibilities and job description for the Onsite Operations Specialist position at EDI Specialists, Inc.?
Summary / Objective : The Operations Specialist is responsible for all tasks to effectively deliver products to vendors for all North American orders (bulk or dropship), efficiently and with a high level of accuracy. This position encompasses a broad scope of responsibilities specific to vendor requirements, including inventory management, procurement, logistics, order processing and EDI. The Operations Specialist must interact daily with internal departments and external vendors to achieve revenue and profit goals. This position must evaluate and understand the dramatically unique requirements of every vendor and effectively communicate to all impacted departments what those requirements are to ensure on time shipping in compliance with the vendor's requirements. Essential Functions : Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Order Processing Efficient handling of inbound vendor orders from origination to hand off to the vendor at their point of ownership, including sending order confirmations, preparing pick tickets, routing (if applicable), preparing shipping documentation (packing lists / BOLs), invoicing, ASNs, and quoting and / or booking transportation for prepaid shipments Customer Service Directly interface with customers, sales team, 3 rd party representatives, warehouse staff, finance, and accounts payable to achieve a high level of customer satisfaction Purchasing Creating purchase orders to vendors for purchasing all inventory coming to the warehouse to fulfill North American orders Import Tracking and Customs Oversight Following Import Compliance Manual and Procedures, track all imports from factory to dock, including oversight and reconciliation of duty entry summaries and shipping documents to ensure customs laws are adhered to Inventory Management Reporting of inventory availability to the Sales team regularly or upon request. Create new Items in ERP system as required Logistics Obtain freight quotes and book outbound and inbound shipments using economical but reliable logistics carriers to ensure deliveries arrive on time Customer Portal Management Maintain permissions to access all customer portals as required to obtain orders, upload inventory, send Advanced Ship Notifications (ASNs), upload invoices, shipping documents, etc. as required per the customer's vendor manual Chargeback Disputes Oversee chargebacks received from vendors and dispute where possible. Perform root cause analysis and implement process and procedure fixes if the chargeback is not disputable to ensure it does not reoccur EDI Setup and Management Work with SPS Commerce (or other VANs as required) to onboard new EDI vendors, including setting up for billing, and testing all transaction types (i.e. purchase order, change order, inventory advice, ASN, invoice, remittance advice, adjustment, etc.) Onboarding of Vendors and Suppliers When advised of a potential new vendor, obtain Vendor Guide and any other related manuals specific to doing business with that vendor. Evaluate and advise Sr. VP of Operations and sales representative of any identified requirements that will result in additional costs. Document requirements in the Customer Master Record, set up pick ticket notes, templates, etc. to ensure will meet all vendor requirements. Communicate requirements to all affected departments to ensure on time shipping in compliance with the vendor's needs Review Vendor Invoices Receive invoices from vendors specific to operations and order processing (i.e. SPS, Expeditors, US Customs and Border Patrol, Commerce Hub, etc.) and review for accuracy, and code for accounts payable processing Competencies : High attention to detail Ability to multitask effectively Understanding of logistics, procurement, shipping and receiving processes Understanding of Electronic Data Interchange (EDI) and some experience with a VAN or one or more trading partners Ability to understand and communicate vendor requirements to US departments that help execute on time shipping, shipping requirements, and invoice payments. Required Education and Experience : Bachelor's degree preferred, or 5 or more years of equivalent experience Five years of experience in business operations functions related to this position.
