What are the responsibilities and job description for the Office Support Specialist position at Novo Surgical, Inc.?
Office Support Specialist
Company Overview :
Novo Surgical, Inc. is a medical device company focused on a streamlined supply chain and operational efficiency, offering premium, reusable surgical instrumentation to hospitals, surgery centers and other health care providers at industry-leading price points. Novo Surgical’s product portfolio contains more than 14,000 unique surgical instruments covering the full range of surgical specialties, including plastic surgery, orthopedics, obstetrics / gynecology, urology, ophthalmology, cardiothoracic, podiatry and laparoscopic surgery, among others. The company serves customers across the country and globe through its corporate headquarters outside of Chicago.
The Role :
We are seeking an Office Support Specialist whose responsibilities will be dynamic, with tasks spanning multiple departments including customer service, finance / accounting and supply chain. The role will entail supplementing the work of other team members in those departments, some of whom are remote. Due to the cross-departmental nature of the role, the candidate should be comfortable interacting with multiple team members on a regular basis. The position will require detail-oriented task execution, an ability to follow a consistent process and to independently check work for mistakes.
The position is part-time to full-time, with a weekly 30-40 hour range, and is an in-office role.
Responsibilities : Customer Service
o Correspond with customers on products, pricing, availability, order status or returns
o Enter information into and completing price quotes using quote templates
o Routine customer service duties such as order entry in ERP software system
Accounting / Finance
o Record customer payments in ERP software system
o Scan checks for deposit
o Follow company procedures for follow up with customers for past due payments
Supply Chain
o Receive in inbound product from vendors into ERP software system
o Communicate with vendors regarding ship dates and availability
o Review receiving paperwork for completeness / accuracy
o Allocate received products to customers
o Provide associated documentation to warehouse team
Administrative
o Answer telephone calls and emails
o Order company supplies on a routine schedule to ensure adequate stock
o Administrative support or special projects assigned by management team members
o Mailing and / or filing / scanning documents
o Organize promotional mailings or other official correspondence
We’r
e looking for people that will thrive in an entrepreneurial environment – where roles aren’t always well-defined, taking initiative is expected, resourcefulness is required and the collective unit is more important than individual achievement.
Requirements : o Bachelor’s Degree
o Proficient with Microsoft Office Outlook, Excel and Word
o 5-7 years of experience in a similar role
Preference for familiarity with SAGE 100 or similar ERP
Skills :
o Strong oral and written communication skills
o Excellent organizational and task-management skills
o Detail orientation
o High-quality work products with minimal mistakes
o Self-direction, independence and resourcefulness
o Professional attitude and outlook
o Punctuality and reliability