[Hiring] Operations Admin Coordinator I @Vallen

Role Description

Vallen’s Operations Admin I Support role is an individual contributor responsible for administratively supporting and coordinating the day-to-day Vallen business operations. They prepare reports from which decisions are made, assist with financial tracking, and perform expense and procurement activities as requested.

• Produces and maintains daily, weekly, monthly, and ad-hoc reports including but not limited to: Shipped Not Billed, APP220, Void Order Register, various TPS and Cognos/BI reports, etc.
• Assists with administering accounts payables and helps resolve non-conformance issues.
• May assist with performing general office administration and may fill in for absent Customer Service Representatives/positions.
• Trains and assists CSR’s with credit and re-billing procedures.
• Assists site management with P&L and expense support.
• Appropriately processes credits and returns.
• Contributes to the site compliance on achieving KPI goals.
• Participates in company quality initiatives and complies with Standard Operating Procedures.
• May research and help resolve invoice disputes, credits and rebills.
• Appropriately sets up customer and vendor accounts, billing codes, and other data elements in Vallen’s systems of record; maintains accurate records and files.
• Administratively supports the customer order process; may coordinate activity with vendors, sales staff, customer service representatives, billing representatives, warehouses and shippers; may assist with making arrangements for shipments.
• Provides ad-hoc support to site leadership in their daily activities.
• Records attendance and may assist with submitting timekeeping data.
• Appropriately escalates issues timely; collaborates with staff and leadership to ensure customer satisfaction in all accounts.
• Performs other duties as assigned.

Qualifications

• High school diploma or GED coupled with 1 year of related experience and or training; or equivalent combination of education and experience. Post-graduate degree or other professional training preferred.
• Advanced proficiency and accuracy in Microsoft Office suite.
• Strong decision-making ability and ability to execute tasks with minimal supervision.
• Strong attention to detail and organization and time management skills.
• Observant and able to anticipate needs and requirements.
• Professional presence to interact with all levels within the organization, vendors and customers.
• Basic mathematical aptitude with the ability to calculate figures and amounts such as percentages, discounts, taxes and margins.
• Ability to apply and understand instruction furnished in written, oral, video and diagram form; follows standard operating procedures.
• Strong organizational, planning and customer service skills.
• Aptitude to learn company products and services.

Work Environment & Physical Demands

• Reasonable accommodations will be evaluated and may be implemented to enable individuals with disabilities to perform essential functions of this position.
• This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, etc.
• Long periods of time working on a computer and performing repetitive key-boarding activities; must be able to remain in a stationary position 50% of the time, much of the time viewing a computer screen.
• Long periods of time performing work over the phone.
• Frequently required to sit and/or stand.
• May be required to lift and/or move up to 10 pounds frequently and up to 25 pounds occasionally.
• Occasional evening and weekend work may be required as job duties demand and may include little to no advanced notice.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• May be required to handle hazardous materials and wear various forms of protective equipment (shoes, gloves, protective eyewear, etc.).