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Order Fulfillment Specialist
2 months ago
TCWGlobal is seeking a highly skilled Order Fulfillment Specialist to join our team in Los Angeles, CA. As a key member of our procurement team, you will play a critical role in ensuring the smooth operation of our procurement process.
Job Summary:The Order Fulfillment Specialist will be responsible for managing and processing incoming quotes, working with vendors, and maintaining reporting documentation. You will work closely with the procurement team and accounts payable team to ensure a seamless transition of quotes through the system and vendors are paid correctly and on time.
Key Responsibilities:- Quote Processing: Manage and process all incoming quotes, verify coding, and input correct quotes in the FIORI system. Advise global vendors on PO information once received. Submit completed invoices in the SES system. Submit approved SES and PO numbers to the procurement team and then to the accounts payable team for payment/processing. Update and input completed information on Excel status reporting sheets.
- Invoice Processing: Manage and process all incoming invoices, verify coding, and input correct invoices in the system. Obtain necessary approvals prior to submission. Submit completed invoices to the accounts payable team. Update and input completed information on Excel status reporting sheets.
- Follow-up/Management: Work with the accounts payable team to follow up on status regarding submitted invoices/quotes. Obtain clearance information for global vendors. Manage and coordinate monthly/daily reporting.
- New Vendor Set-up Management: Distribute legal documentation to vendors for signature/review. Assist vendors with documentation. Input signed legal documents in the Global Vendor Management System. Review new vendor numbers and business processes with global vendors.
- Training: Distribute new vendor packet materials to new global vendors and/or global vendors team members. Train LA employees as needed and requested. Support business partners with training on the P2P process quarterly to ensure process acknowledgment and feedback.
- Process Improvements: Meet bi-weekly with LA department heads to troubleshoot outstanding issues. Identify problems while working directly with global vendors and/or global vendors team members to resolve issues. Work with the accounts payable team while researching online in two different programs within SAP to obtain payment status for vendors. Resolve incorrect PO documentation (correction and re-submission for payment). Provide clarity/answer questions to global vendors and/or global vendors team members regarding the business process. Identify issues while working with employees and provide solutions.
- Vendor Customer Service: Regularly check with global vendors regarding payments to ensure timely payments and resolve any outstanding negative issues. Maintain an ongoing liaison with global vendors to develop and improve our relationship.
- 2-10 years of experience in a support/coordinator role within procurement teams, order fulfillment, administrative, or similar supporting vendor management.
- Basic knowledge of SAP ERP.
- Experience with vendor management or similar; able to set up new vendors in the system.
- Ability to onboard 20-25 vendors per week.
- Experience or interest in learning how to process invoices, some exposure working with AP teams helpful.
- Ability to send information templates to vendors for completion and onboarding new vendors.
- Experience working with procurement teams or similar teams supporting purchase orders.
- Must have proven experience with high-volume work; able to handle 30 POs per week and 40-45 invoices per week.
- Experience with handling and prioritizing high volumes of emails; process in place to manage your inbox and not miss emails, respond before the end of the business day.
- Basic Excel experience; able to pull reports and reporting, update, and input vendor status sheets.
- Experience making process improvements; coming up with solutions to set a process in place for success in the role.
- Experience to follow SOP, training instructions, and taking good notes to learn job duties; able to retain information well.
- Process in place to ensure information being entered is not missing any information.
- Must have an excellent attitude; requires being very flexible, adaptable, collaborative (accustomed to working with others).
- Experience with having a process in place to ensure follow-up, workload, and deadlines are met.
- Requires stable work history, seeking to stay in a role long term.
TCWGlobal is an equal opportunity employer and welcomes applications from diverse candidates. If you are a motivated and detail-oriented individual with a passion for procurement, we encourage you to apply for this exciting opportunity.
