Operations Support Specialist

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Accountabilities:

Supply continuity and supplier coordination

• Consolidate center requirements and maintain visibility of approved orders, lead times and replenishment needs with center managers. Identify shortages, unusual consumption and delivery risks early; coordinate supplier follow-up, approved cross-center ordering and escalation so center teams can plan timely action.

• Coordinate supplier registration and master-data requests through approved owners. Maintain alignment of approved products, catalogues, pack sizes and order units, and follow through on delivery or quantity discrepancies. Route proposed alternatives to Procurement and Quality for approval before use.

Purchase-to-pay follow-through and spend visibility

• Prepare and progress purchase requisitions, purchase orders and approved blanket-order arrangements with accurate coding, cost-center allocation and approval routing. Confirm receipt evidence with the authorized receiving owner and track open commitments through delivery and transaction closure.

• Independently investigate invoice differences in price, quantity, pack size, receipts and coding. Coordinate corrections, credit notes and shared-service tickets with suppliers, Procurement and Finance; track blocked invoices, supplier reminders and payment-status enquiries to resolution and escalate aging items.

• Reconcile open orders, outstanding invoices and supporting evidence at period end, providing Finance with reliable inputs for accrual assessment. Compare orders, consumption and spend to highlight unusual patterns and recurring cost or transaction issues for center managers and budget owners.

Operational service coordination

• Maintain a clear operational service-request register and agreed follow-up schedule for centers. Coordinate authorized vendor visits, delivery and service dates with center teams and the relevant Facilities, Engineering, EHS, IT or other technical owner, keeping overdue supplier actions and service interruptions visible.

• Collect service-completion documentation from accountable owners and track renewal dates for approved operational services. Raise upcoming decisions and unresolved dependencies early, enabling the responsible owner to assess requirements, accept work and approve any renewal.

Center opening, scale-up and handover

• Support operational setup through a repeatable checklist covering approved supplier registration, order and receipt routing, confirmed cost centers, authorized system-access requests and activation of initial approved supplies and services. Track unresolved supply and payment dependencies with accountable launch and center leaders.

• Support focused stabilization after opening and a structured handover to local owners, with clear contacts, open items, follow-up dates and practical operating routines. Capture lessons learned and apply approved improvements across subsequent center openings without independently changing controlled content.

User enablement, process improvement and exception reporting

• Provide first-line guidance on approved purchasing, receipt and related support processes. Maintain approved job aids and reusable trackers, and progress system or shared-service tickets with the responsible team. Coordinate catalogue and master-data corrections to improve transaction quality.

• Identify root causes of repeated errors, delays and avoidable rework. Propose practical improvements, agree changes with process owners and help embed consistent local routines while accurately applying approved standards and controls.

• Provide a concise weekly or otherwise agreed view of supply risks, open orders, blocked invoices, overdue service actions and recurring bottlenecks. Prioritize follow-through using operational impact and urgency, identify accountable action owners and deadlines within this remit, and provide clear progress and escalation updates. Maintain complete, accurate and securely accessible transaction and service evidence for operational review, period-end reconciliation and audits. Use practical indicators such as overdue actions, exception aging and repeat discrepancies to make support performance and improvement opportunities visible.

• Ensure all administrative activities comply with Takeda’s Ethics & Compliance requirements, while maintaining professionalism, confidentiality, accuracy, and timely delivery.

Education & Competencies (Technical and Behavioral):

• Diploma or equivalent relevant qualification in Business Administration, Supply Chain, Finance or a related discipline. Demonstrated hands-on experience in purchasing, invoice follow-up or supplier and service coordination, with the ability to resolve transactional issues independently.

• Strong attention to detail, structured problem solving and ownership of follow-through. Ability to prioritize competing center needs, work through market-entry ambiguity and communicate constructively across cultures and functions. Experience in regulated, multi-site operations or center setup is preferred.

• Proficiency in Bahasa Indonesia and strong working English. Clear written and verbal communication, sound judgment in escalation and a collaborative, service-oriented approach are essential.

• Working knowledge of the purchase-to-pay cycle, including requisitions, purchase orders, blanket orders, receipt evidence, invoice matching, credit notes and exception resolution. Ability to investigate order-unit, pack-size, price and quantity differences and provide clear reconciliation evidence.

• Practical capability in supplier and operational service administration, order and lead-time tracking, service-request follow-up and renewal-date visibility. Understanding of approval routing, segregation of duties and accurate operational recordkeeping in a controlled environment.

• Confident use of Excel and reporting tools to reconcile information, analyze consumption and spend, and maintain actionable trackers. Ability to work with approved purchasing and business systems, communicate clear support tickets and maintain catalogue, master-data and document quality.