Operations Admin Coordinator I

Position Summary:

Encon's (Vallen) 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.

Essential Job Duties and Responsibilities:

• 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 researches 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.

Job Qualifications:

High school diploma or GED coupled with 6+months related experience and or training; or equivalent combination of education and experience.  Relevant experience should include:

• 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.).