Operational and Customer Service Specialist

Summary/Objective

The OCS Associate is responsible for managing day-to-day operational activities for their assigned accounts, including customer service, purchasing, order processing, sales and logistics coordination, and documentation management. This role ensures accurate SAP transaction entry, timely reconciliation of inventory, and proper handling of all paperwork and system entries. The Associate also supports cross-functional communication to resolve issues and coordinate shipments. Through these activities, the OCS Associate helps maintain operational efficiency and supports organizational goals for customer satisfaction.

• Process SAP entries accurately and efficiently, including:
  Accepting customer orders
• Entering sales and sending purchase orders to suppliers
• Processing warehouse releases
• Processing inward/outward entries
• Checking and posting vendor invoices including but not limited to freight cost, duties, other costs associated with the shipment
• Checking and posting warehouse charges, Fed Ex/UPS charges
• Processing billings
• Entering Sales price adjustment
• Entering Sales and Purchase Returns
• Checking and entering Stock Transfer entry (STO)
• Entering subcontract entry as needed
• Entering value write-off in SAP for insurance, sample and disposal (STO) with guidance from the OCS manager or Senior manager
• Ensure timely and accurate monthly and annual closings, including:
  Following up on open purchase and sales orders
• Reviewing warehouse charges and reconciliation
• Checking and entering Fed Ex, UPS and other courier’s charges
• Investigating and correcting any inventory and/or entry discrepancies within the month
• Checking and entering MIGO for lot number adjustment as necessary
• Support quarterly disposal process, including but not limited receiving quote from 3rd party, giving directions to warehouse for disposal
• Collect outbound and inbound paperwork from warehouses for assigned accounts (BOL, POD, Inbound receipts, etc.).
• File all necessary paperwork in Docuware in a timely and accurate manner.
• Work with the Trade Compliance team to verify Incoterms, coordinate ISF filings, prepare export declarations (if applicable), arrival notices, and timely custom clearance.
• File all necessary paperwork in Docuware in a timely and accurate manner.
• Enter customer, supplier and vendor registrations in Mezzanine as requested.
• Perform all responsibilities in a timely and effective manner, to meet position objectives.
• Adhere to company, department, and team procedures, policies, processes, and rules.

• Provide support to Sales members by preparing logistics quotations and coordinating shipments when necessary.
• Prepare inventory management information (spreadsheet, Overdrive, etc.), forecasts for suppliers, and analysis reports for Sales as requested.

• Respond to inquiries via phone, email, and chat in a timely and professional manner.
• Maintain a favorable working relationship with all departments and employees to foster a cooperative and productive environment.
• Adhere to schedules, notify and escalation action as warranted. Communicate issues to salesperson, sales team, and other business partners in real-time.
• Keep appropriate individuals informed of any issues that may impact the sales department, company operations, or financial results

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This job description is intended to outline the primary responsibilities of the position. It is not an exhaustive list of all duties, and responsibilities may evolve over time based on business needs.

• Associate degree in business, operations, logistics, or equivalent.
• 2 years of experience in a similar operations environment.
• Competency with all applicable Company software, applications, systems and processes (i.e., SAP, Ringi, SharePoint, Overdrive, Mezzanine)
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• Intermediate level Microsoft Excel