Order Entry/Admin Assistant

  • 161 N Clark St, Chicago, IL 60601, USA
  • Full-time

Company Description


We are transforming health care by eliminating error, variance and waste
 for health care providers and consumers around the world. Our solutions
 optimize processes for health care organizations ranging from
single-doctor practices to entire countries, for the pharmaceutical and
medical device industries, and for the field of health care as a whole.


Job Description

This position is a strong hybrid that includes three major areas of responsibility - partner orders, administrative support, and logistical support, and reports to the local manager of the Finance and Operations Department. 

Key Responsibilities & Tasks:

ORDER/SALES OPERATIONS TEAM

  • Data Entry for Sales orders and all other order types, for  Partners.
  • Liaise with the Regional Sales team and Logistics departmentto ensure all orders are complete, accurate, and meet internal requirements
  • Follow-up on pending orders ensuring timely progression and resolution of outstanding items
  • Maintains the integrity of information about service periods in the system
  • Issues and distributes invoices to finalize sales orders
  • Drives approval process for orders, invoices and credit notes
  • Processes billing adjustments and corrections, including processing of credit note

ADMINISTRATIVE TEAM

  • Facilitate business related travel management for company employees or internal contractors; collection and processing of expense reports
  • Processing of incoming supplier invoices (cooperation with financial department)
  • Operational support of business meetings, trainings and events
  • Participation on variety of projects in various departments
  • Overall reception service (phone, mail, welcome visitors, running errands, office & breakroom supplies)
  • Maintain reception, lobby, break room & meeting rooms

LOGISTICAL TEAM

  • Act as backup support for day-to-day warehouse & inventory management, including but not limited to:
  • Physical inventory for all warehouse locations
  • Receiver of all shipments into local office
  • Expediting of all outgoing shipments for domestic and international orders, which includes the physical preparation of the shipments, in addition to the software applications necessary for completion of process
  • Customs Clearance documents, as necessary
  • Ordering shipping supplies
  • Maintaining items lists in Excel and in IFS, as necessary
  • Liaison to Corporate headquarters and to other teams as necessary
  • Must be able to lift up to 50 pounds on occasional basis
  • Other related duties and responsibilities consistent with the classification of the position.

Skills/Experience:

  • Required - no exceptions - Advanced level of written and spoken English
  • Minimum of 2-3 years experience with Order Entry/Data Processing environment
  • Minimum of 2-year experience with Administrative/Office environment
  • Very good communication, interpersonal skills
  • Highly organized with the ability to manage multiple projects concurrently
  • Ability to work in fun, rewarding, high-pressure environment
  • Ability to work on open-concept office environment
  • Team player, also with the ability to work independently



Additional Information

All your information will be kept confidential according to EEO guidelines.