Office Support Specialist - Novo Surgical : Job Details

Office Support Specialist

Company Overview:

Novo Surgical, Inc. is a medical device company focused on a streamlined supply chain and operational efficiency, offering premium, reusable surgical instrumentation to hospitals, surgery centers and other health care providers at industry-leading price points. Novo Surgical's product portfolio contains more than 14,000 unique surgical instruments covering the full range of surgical specialties, including plastic surgery, orthopedics, obstetrics/gynecology, urology, ophthalmology, cardiothoracic, podiatry and laparoscopic surgery, among others. The company serves customers across the country and globe through its corporate headquarters outside of Chicago.

The Role:

We are seeking an Office Support Specialist whose responsibilities will be dynamic, with tasks spanning multiple departments including customer service, finance/accounting and supply chain. The role will entail supplementing the work of other team members in those departments, some of whom are remote. Due to the cross-departmental nature of the role, the candidate should be comfortable interacting with multiple team members on a regular basis. The position will require detail-oriented task execution, an ability to follow a consistent process and to independently check work for mistakes.

The position is part-time to full-time, with a weekly 30-40 hour range, and is an in-office role.

Responsibilities:

Customer Service

o Correspond with customers on products, pricing, availability, order status or returns

o Enter information into and completing price quotes using quote templates

o Routine customer service duties such as order entry in ERP software system

Accounting/Finance

o Record customer payments in ERP software system

o Scan checks for deposit

o Follow company procedures for follow up with customers for past due payments

Supply Chain

o Receive in inbound product from vendors into ERP software system

o Communicate with vendors regarding ship dates and availability

o Review receiving paperwork for completeness/accuracy

o Allocate received products to customers

o Provide associated documentation to warehouse team

Administrative

o Answer telephone calls and emails

o Order company supplies on a routine schedule to ensure adequate stock

o Administrative support or special projects assigned by management team members

o Mailing and/or filing/scanning documents

o Organize promotional mailings or other official correspondence

We're looking for people that will thrive in an entrepreneurial environment – where roles aren't always well-defined, taking initiative is expected, resourcefulness is required and the collective unit is more important than individual achievement.

Requirements:

o Bachelor's Degree

o Proficient with Microsoft Office Outlook, Excel and Word

o 5-7 years of experience in a similar role

o Preference for familiarity with SAGE 100 or similar ERP

Skills:

o Strong oral and written communication skills

o Excellent organizational and task-management skills

o Detail orientation

o High-quality work products with minimal mistakes

o Self-direction, independence and resourcefulness

o Professional attitude and outlook

o Punctuality and reliability