Operational and Customer Solutions Associate

Summary/Objective

The OCS Associate is responsible for managing day-to-day operational activities for their assigned accounts, including customer service, purchasing, order processing, sales and logistics coordination, and documentation management. This role ensures accurate SAP transaction entry, timely reconciliation of inventory, and proper handling of all paperwork and system entries. The Associate also supports cross-functional communication to resolve issues and coordinate shipments. Through these activities, the OCS Associate helps maintain operational efficiency and supports organizational goals for customer satisfaction. 

Essential Functions

Operations

• Process SAP entries accurately and efficiently, including:
  
• Accepting customer orders
  
• Entering sales TC’s
  
• Creating and sending purchase orders to suppliers
  
• Processing warehouse releases
  
• Processing inward/outward entries
  
• Checking and posting vendor invoices including but not limited to freight cost, duties, other costs associated with the shipment
  
• Checking and posting warehouse charges, FedEx/UPS charges 
  
• Processing billings 
  
• Entering Sales price adjustment 
  
• Entering Sales and Purchase Returns
  
• Checking and entering Stock Transfer entry (STO) 
  
• Entering subcontract entry as needed
  
• Entering value write-off in SAP for insurance, sample and disposal (STO) with guidance from the OCS manager or Senior manager 
  

• Ensure timely and accurate monthly and annual closings, including:
  
• Following up on open purchase and sales orders
  
• Reviewing warehouse charges and reconciliation
  
• Checking and entering FedEx, UPS and other courier’s charges 
  
• Investigating and correcting any inventory and/or entry discrepancies within the month
  
• Checking and entering MIGO for lot number adjustment as necessary 
  
• Support quarterly disposal process, including but not limited receiving quote from 3^rd party, giving directions to warehouse for disposal
  

·       Collect outbound and inbound paperwork from warehouses for assigned accounts (BOL, POD, Inbound receipts, etc.).

·       File all necessary paperwork in Docuware in a timely and accurate manner. 

·       Work with the Trade Compliance team to verify Incoterms, coordinate ISF filings, prepare export declarations (if applicable), arrival notices, and timely custom clearance.

·       File all necessary paperwork in Docuware in a timely and accurate manner. 

·       Enter customer, supplier and vendor registrations in Mezzanine as requested.

·       Perform all responsibilities in a timely and effective manner, to meet position objectives. Adhere to company, department, and team procedures, policies, processes, and rules.

Sales & Logistics Coordination

• Provide support to Sales members by preparing logistics quotations and coordinating shipments when necessary.
  
• Prepare inventory management information (spreadsheet, Overdrive, etc.), forecasts for suppliers, and analysis reports for Sales as requested.
  

Cross-Functional Communication & Escalation

·       Respond to inquiries via phone, email, and chat in a timely and professional manner. 

• Maintain a favorable working relationship with all departments and employees to foster a cooperative and productive environment.
  

·       Adhere to schedules, notify and escalate action as warranted. Communicate issues to salesperson, sales team, and other business partners in real-time.

• Keep appropriate individuals informed of any issues that may impact the sales department, company operations, or financial results.
  

·       Keep the OCS Manager and other individuals who should be notified promptly and fully informed of all problems or unusual matters of significance and take prompt corrective action where necessary or suggest alternative courses of action which may be taken.

This job description is intended to outline the primary responsibilities of the position. It is not an exhaustive list of all duties, and responsibilities may evolve over time based on business needs.

Education and Experience

Position Type and Expected Hours of Work

This is a full-time position, Monday through Friday, excluding Company holidays. Normal office business hours are between 8:00 AM to 6:00 PM. Actual working hours will be based on the businesses needs and determined by your supervisor. Occasional evening and weekend work may be required as job duties demand.

Physical Demands

This position may require occasional standing, walking, and the ability to lift up to 10-15 pounds. The role involves frequent use of a computer and other office equipment, as well as sitting for extended periods of time. 

Travel

Travel is primarily local during the business day, although overnight travel may occur on an infrequent basis based on business needs.

Professional Conduct and Workplace Culture 

Uphold professional ethics and comply with all company rules and policies. Demonstrate respect for and adherence to company regulations and actively work to maintain and enhance the company’s reputation. Refrain from making disparaging or damaging remarks about company policies or systems. Always show due respect to company leadership and supervisors and maintain a professional and constructive attitude in all interactions. If there are differing opinions or suggestions for improvement, communicate them respectfully to the appropriate management level rather than in public settings. 

Work collaboratively with senior managers to foster a positive, motivated, and inclusive work environment. Avoid forming cliques or exclusive groups that may disrupt team unity. Promote fairness, teamwork, and a culture of mutual respect that supports the overall success of the organization.