Business Operations Coordinator II

Olympus - Center Valley, PA

Full-time - Mid Level

Center Valley, PA

5,001-10,000 employees

Merchant Wholesalers, Durable Goods

About the position

The Business Operations Coordinator II position provides essential operational support and management of the order-to-cash processes for Olympus's domestic and global markets. This role is pivotal in ensuring the fulfillment activities related to order management, affiliate complaint processing, and customer master requests are executed efficiently. The coordinator will monitor, transact, and manage open orders to meet business operations targets, customer expectations, and company goals. This is achieved through close coordination with various departments including Supply Chain, International Regulatory, Customer Facing Operations, Integration Project team, Marketing, Sales, Distribution, Logistics, and Trade Compliance. In this role, the Business Operations Coordinator II acts as a liaison between third-party vendors, internal clients, and Olympus International Units, which include locations such as Olympus Europa, Olympus Japan, Olympus Hong Kong, Olympus Singapore, Olympus India, Olympus China, Olympus Latin America Division, and Olympus Canada. Accuracy and data integrity are paramount in all tasks performed, particularly for the proper application of Sales Revenue and to ensure compliance with J-Sox regulations. Key responsibilities include managing international and domestic affiliate orders, creating and maintaining sales orders, coordinating inbound and outbound transactions, investigating customer master account requests, and facilitating material and transfer price requests. The coordinator will also proactively communicate with stakeholders regarding order status, backorders, estimated shipment dates, and invoicing of sales orders. Additionally, the role involves performing receiving transactions, coordinating with Market Quality on international complaint orders, and adhering to compliance and JSOX controls related to operations processes. Special projects may also be assigned to support business requirements.

Responsibilities

• Manage international and domestic affiliate orders within the Olympus manufacturer (OSTA) and sale distribution (OCA) sites.
• Create, maintain, and execute sales orders, return orders, debits, credits, and deliveries related to the life cycle of an order.
• Coordinate and provide direction on inbound and outbound transactions between Olympus distribution centers, vendors, and internal customers.
• Investigate and facilitate international customer master account requests for creations, changes and/or deactivations between internal stakeholders.
• Facilitate material and transfer price requests for the Olympus affiliate entities.
• Proactively communicate with stakeholders on order status, backorders, estimated shipment dates, order tracking and invoicing of sales orders.
• Investigate and research daily open orders, resolve data errors and discrepancies by performing necessary steps to ensure order fulfilment and/or completion of task.
• Perform receiving transactions and reconciliations against drop ship purchase orders, drop ship returns, and virtual return material authorization orders.
• Coordinate with Market Quality on the creation of international complaint orders.
• Create proforma invoices for international distribution from third party warehouses and work with Trade Compliance department on import and/or export requirements.
• Investigate and facilitate international shipping incident reports and claims.
• Adhere to compliance and JSOX controls as it relates to operations processes.
• Provide required documentation for Olympus audits and DEKRA audits.
• Perform special projects as necessary to support business requirements.

Requirements

• Associate's degree in business or related discipline is required.
• Minimum 6 years Operational, Supply Chain or Customer Service experience is required.
• Enterprise Resource Planning system experience is required.

Nice-to-haves

• SAP and Oracle experience preferred.
• Intermediate skills in Microsoft Office programs including but not limited to Excel and Word.
• Excellent interpersonal and organizational skills.
• Ability to prioritize work and to perform multiple tasks simultaneously while adhering to turnaround times.
• Basic knowledge of Supply Chain workflows, inventory, and order life cycle.
• Problem-solving and investigative skills.
• Ability to understand and follow directions and complex policies and procedures.
• Excellent verbal and written communication skills.
• Highly detail oriented with a critical degree of accuracy regarding data entry.

Benefits

• 401(k) matching
• Adoption assistance
• Dental insurance
• Employee assistance program
• Health insurance
• Opportunities for advancement
• Paid parental leave
• Comprehensive medical, dental, vision coverage effective on start date
• 24/7 Employee Assistance Program
• Free live and on-demand Wellbeing Programs
• Generous Paid Vacation and Sick Time
• 12 Paid Holidays
• On-Site Child Daycare, Café, Fitness Center
• Paid volunteering and charitable donation/match programs
• Diversity Equity & Inclusion Initiatives including Employee Resource Groups
• Dedicated Training Resources and Learning & Development Programs
• Paid Educational Assistance