External Affairs Operations Specialist

Qcells External Affairs Operations Specialist

Job Title: External Affairs Operations Specialist

Department: External Affairs

Reports To: Head of External Affairs

Employment Status: Full-Time

Location: Qcells Cartersville Facility

Work Schedule: Onsite five days per week

The External Affairs Operations Specialist is responsible for coordinating and executing the core operational processes that enable the Qcells External Affairs function to operate effectively, accurately, and  role manages department workflow across budget administration, financial processing, sponsorship operations, procurement coordination, stakeholder materials, reporting, and operational readiness. This position serves as a key cross‑functional partner to External Affairs, Finance, Treasury, Procurement, and other internal teams to ensure requests move efficiently from initiation through approval, payment, reconciliation, and closeout.

The ideal candidate is highly organized, process‑oriented, analytical, and accountable, with the ability to manage multiple work streams, identify gaps, resolve issues, and improve operating processes. Success requires strong judgment, attention to detail, comfort working with financial and enterprise systems, and the ability to maintain disciplined records and reporting in a fast‑paced manufacturing and corporate environment.

• Own and coordinate day‑to‑day External Affairs operational workflows, ensuring requests are prioritized, documented, routed, and completed on schedule.
• Maintain operating processes, trackers, calendars, templates, procedures, and documentation that support consistent department execution and visibility.
• Coordinate department procurement and resource needs, including office supplies, PPE, meeting materials, stakeholder materials, and other operational requirements.
• Monitor open action items, pending approvals, payment requests, and operational dependencies; proactively resolve issues or elevate delays as needed.
• Coordinate operational requirements for special projects, stakeholder visits, and leadership priorities while identifying opportunities to improve efficiency, controls, and service delivery.

• Serve as a primary operational liaison between External Affairs and Finance, Treasury, Procurement, and Accounts Payable for department financial activity.
• Initiate, track, and manage department requests through Cleverse and other applicable enterprise systems from submission through completion.
• Validate required documentation, coding, approvals, and supporting materials before financial requests are submitted.
• Coordinate check requests, invoices, purchase requests, sponsorship payments, reimbursements, and other transactions; monitor status and resolve exceptions or delays.
• Maintain auditable transaction records and apply department procedures and internal controls to ensure expenditures are properly authorized, documented, and aligned with approved budgets and company requirements.

• Maintain the External Affairs operating budget, expense trackers, commitments, and supporting documentation.
• Track actual and committed spend against approved budgets and flag variances, risks, or forecast concerns for leadership review.
• Lead monthly and periodic reconciliations, research discrepancies, and coordinate resolution of coding, documentation, or payment issues with Finance and responsible team members.
• Prepare recurring budget summaries, spend reports, payment status reports, and other operational reporting for the Head of External Affairs.
• Support annual planning, forecast updates, accruals, and year‑end close activities while…