GCS Dispensing Order Management Operations Coordinator-Domain Trainee-English-Hybrid Wroclaw

Responsibilities

Operations coordinator:

Coordinating the Team to develop and sustain the strong operational focus:
o Coordinating and owning the day-to-day activities for the team, in alignment with the Team Leader
o Overseeing the processes and details of how the team reaches daily operational goals
o Ensuring effective allocation of resources according to workload in alignment with the Team Leader
o Ensuring effective delivery of service to internal and external stakeholders
o Providing operational support to Order Management Analysts
o Supporting in team process skeleton build-up
o Being an owner of the Operational pillar of the team, providing a balance with the People and Strategy pillars as aligned with the Team Leader and Manager
o Acting as the Single Matter Expert for system and process transitions and updates

Order processing:
Ensure all relevant master data (Direct/indirect customers, products and install base) is correctly set up in the systems.
Liaise with Project Management, Service, Sales and Manufacturing to share accurate data related to equipment set up
Based on Purchase orders received from customers, process orders through multiple systems
Handle all internal and external enquiries and supporting documentation related to the process (certificates of origin, shipping documentation, invoice, proofs of delivery).
Monitor and take appropriate action on open orders with suppliers of BD products.
Constantly provide follow-up updates to implementation and service teams about the status of an order (capital equipment and spare parts).
Process any shipment claims received from the implementation team and customers.
Ensure revenue is posted accurately at month, quarter, and year end.

Service contract lifecycle management:
Based on GCS Managers or Sales instructions, create and maintain Service contracts.
Renew Service contracts before their expiration and follow up with the responsible Sales representative to obtain from the Customers the Purchase order for renewal whenever necessary.
Manage Service contract updates and terminations.
Ensure invoices are generated and revenue is recognized accordingly to the billing schedule.
Process necessary invoice claims received from Customers.
Field Service support

Process demands for spare parts car stock replenishment and follow up on deliveries
Process necessary transactions to keep up to date inventory
Coordinate yearly stock counts and related inventory adjustments

Supply Chain:

Coordinate any exceptional delivery requirements of BD products through Supply Chain with our warehouses.
Replenish hardware and accessories inventory in our central warehouse including coordination of physical inbound processes
Coordinate all activities related to EXW shipments from San Diego to Distributors in EMEA and Asia
Ensure Inventory for local warehouse is correct and review and manage Inventory and freight costs and assess against revenue. Coordinate and perform stock counts and reconciliations in alignment with business.

Coordination/Communication:

Enable effective communication with Customers, verbally and in written form.
Coordinate with GCS Managers and Sales priorities on activities related to the implementation of the ordered products.
Administration of system supporting the activities (LOTS, ServiceMax, SAP, Sales Force).
Take role of subject matter expert in new projects around supply chain and order management for Pyxis and OEM products when required and/or assigned

Continuous improvement:

Make proposals on practices and processes improvement, minimize exposure and costs to the BD business
Provide guidance on Dispensing Order to cash processes internally and externally
Periodically provide reports on the activity