Operations Support Specialist

Description

The Operations Support Specialist role is crucial to the efficient operation of WFP. The successful candidate will handle various administrative and clerical tasks, ensuring that our office operations run smoothly and are successful in supporting other business activities.

Duties/Responsibilities:

• Answer and direct phone calls and emails for the operations team, routing requests to the right person
• Handle customer inquiries and resolve issues promptly

Quotes, Orders, and Records

• Support the team by preparing quotes and order confirmations
• Prepare and process documents such as reports, memos, and letters
• Maintain records of sales, purchases, and other business transactions

Invoicing and Billing

• Prepare, review, and issue customer invoices accurately and on schedule from orders, delivery tickets, and work records
• Match delivery tickets, purchase orders, and vendor invoices, and route them for approval and payment
• Resolve billing discrepancies and respond to customer and vendor questions about invoices
• Work with Accounting to support month-end close, including accruals and reconciliation requests

Inventory Control

• Process receiving paperwork to update stock levels
• Help research and resolve inventory discrepancies, including mis-ships and count variances, by reviewing item history and counting similar items to bring inventory back into balance
• Assist with inventory adjustments due to shortages or overages, mis-ships, split units, and unresolved picks
• Assist with setting up new stock and special-order items, and help clean up discontinued items
• Help research and handle questionable customer returns
• Assist with reviewing deadstock throughout the year, and help review inventory adjustments made each month
• Assist with periodic cycle counts and year-end inventory preparation

General Operations Support

• Prepare recurring operational and management reports, such as inventory levels, open orders, billing status, and aging
• Maintain organized physical and electronic filing systems, including contracts, permits, vendor documents, and compliance records
• Assist the Office staff with special projects and process improvements as assigned
• Keep work areas tidy
• Other duties as assigned

Benefits Package:

• Outstanding Family Medical Benefits Package
• Substantial Stock Ownership Program
• Competitive Compensation Packages
• Paid Time Off (PTO) & 8 Paid Holidays Each Year
• Employer Sponsored Family Dental Insurance
• 401k and Roth 401k Investment Accounts (With Substantial Employer Matching)
• Employer Sponsored Life & Disability Insurance
• Covid vaccination is not required for employment

Requirements

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Prior knowledge of ERP support, DMSI, Agility, and WMS (Warehouse Management Software) preferred
• Excellent organizational and time-management skills
• Strong written and verbal communication skills
• Ability to prioritize effectively in a fast-paced environment
• Attention to detail and problem-solving skills
• Follow all policies and procedures of WFP
• Properly use and maintain office equipment