Operations Support Coordinator (On-Site)

Company Description

SGS is the world’s leading inspection, verification, testing and certification company. SGS is recognized as the global benchmark for quality and integrity. With more than 94,000 employees, SGS operates a network of over 2,600 offices and laboratories around the world.

Job Description

SUMMARY

The Operations Support Coordinator is an on-site position that will assist with operational duties which can include invoicing, accounts payable (including the resolution of bad debts), and data reporting functions for various projects in a timely manner.  The person in this role will also assist with the development, maintenance, and distribution of  documents—such as standard operating procedures (SOPs), best practices, and templates—using a shared drive or a SharePoint site.  He or she will adhere to all customer-specific requests with regards to reporting and invoicing. The successful candidate will help create and distribute internal, monthly status reports. 

JOB FUNCTIONS

• Answers and routes incoming telephone calls to appropriate personnel
• Coordinates, packages and prepares carrier documentation for outgoing sample and document shipments daily.
• Prepares job orders in BOSS (Oracle 9i) and links those orders to LIMS system job records
• Prepares Word document templates for client certificates and / or documents
• Maintains inventory and ordering / receiving of supplies for the location
• Creates and delivers reports and invoices in a timely manner and in the required format
• Effectively manage data in Oracle and the project planning database
• Engage with internal and external stakeholders to help troubleshoot issues with the systems, and effectively perform quality assurance checks on laboratory and field data
• Manages and submits invoices from vendors
• Manages vendor relationships
• Monitors and mitigates bad debt, working closely with accounts payable
• Develops, delivers, maintains, and stores Standard Operating Procedures
• Maintains inventory and order supplies, consumables, and equipment
• Performs other duties as assigned

Qualifications

EDUCATION AND EXPERIENCE

• Associate degree in business, sciences, or related field OR equivalent combination of education and experience Required 
• Minimum 1 year of experience in Business, Accounting, Accounts Payable, Procurement, or related field Required 
• Associate or Bachelor’s degree in Business Administration, or related field. Degrees in other fields will also be considered, or equivalent work experience Preferred 
• 2 years of experience in Business, Accounting, Accounts Payable, Procurement, or related field Preferred 

KNOWLEDGE / SKILLS / ABILITIES

• Ability to work effectively in high pressure, high volume, high growth environment, balancing several assignments concurrently with different deadlines. Required
• Excellent presentation, interpersonal, and communication skills with demonstrated ability to communicate effectively in person, on phone, and via email with internal stakeholders and all levels of management of customers Required
• Ability to gather and review the information and synthesize data for reports and other written materials; excellent organizational skills Required
• Impeccable accuracy required, superb attention to detail required Required
• High-level ability to influence stakeholders and management Required
• Unquestionable business and personal integrity and ethical standards Preferred
• Demonstrate strong commitment to SGS Operational Integrity policies, procedures, guidelines, and instructions by participating in and enhancing the SGS culture of safety to attend safety meetings, complete required training, intervene in case of unsafe situations, refuse unsafe work, and fully comply with laws, regulations, internal, and customer requirements for health and safety Required
• Knowledge of Accounting preferred Required

COMPUTER SKILLS

• Advanced computer skills in Microsoft Office suite required Required
• Advanced experience with Oracle preferred Preferred

PHYSICAL DEMANDS OF THE JOB

Physical/Sensory Demands Frequency Requirements:

• Stand Occasionally
• Move or traverse Frequently
• Sit Constantly
• Use hands Constantly
• Reach with hands and arms Occasionally
• Climb or balance None
• Stoop, kneel, crouch or crawl Occasionally
• Talk/hear Constantly
• Taste/Smell None
• Lift/carry/push or pull Occasionally 20 lbs

WORK CONDITIONS / EXPOSURE TO ENVIRONMENTAL CONDITIONS

Location of the Job: Newport News, VA

WORK