Operations Support Specialist

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Located in Pensacola, FL

Salary: $22.00 per hour DOE

Operations Support Specialist

 

Summary:

The Operations Support Specialist serves as a key point of contact, delivering exceptional customer service to both vendors and customers. This position also provides administrative support to the sales, production, and operations teams, ensuring smooth coordination and efficient workflow across departments. Strong communication, organizational, and multitasking skills are essential for success in this dynamic position.

 

Pensacola, Fl. 

Monday - Thursday 8am-5pm, Friday 8am-4pm

$22.00 per hour

 

#1601

 

Essential Duties and Responsibilities include the following.

• Receive and accurately process incoming orders using industry-specific software.
• Collect and record customer deposits, create and maintain customer and vendor records, and track purchase orders to ensure timely fulfillment.
• Process accounts payable and accounts receivable invoices with attention to detail and accuracy.
• Respond promptly and professionally to inquiries related to billing, payments, and product orders.
• Assist with monitoring and follow-up on outstanding accounts receivable.
• Record and reconcile expenses and sales revenue transactions in a timely manner.
• Process payments to vendors in accordance with company policies and payment schedules.
• Support account audits by preparing documentation and assisting with account reconciliations.
• Manage bids and quotes for services or purchases, ensuring compliance with company standards.
• Provide administrative support for freight logistics.
• Organize and maintain files, correspondence, and other business records.
• Assist in the planning, coordination, and execution of special events and employee engagement.
• Assist with marketing campaigns, materials, and project coordination.
• Collaborate with management and sales teams on special projects to improve operations, efficiency and customer satisfaction.
• Deliver outstanding customer service to both internal teams and external clients, ensuring professional and responsive experience.
• Duties may evolve over time; flexibility and adaptability are expected.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

 

Education and Experience:
• Minimum High School Diploma, bachelor’s degree preferred
• Minimum of two years related office experience; or equivalent combination of education and experience
• Accounting or bookkeeping experience is a plus.
• Experience in the industrial paper industry is a plus.
• Experience in shipping/receiving and/or freight coordination is a plus

Skills and Abilities:
• Proficiency in Microsoft Office Suite, particularly Excel, is required.
• Experience with accounting software, inventory systems, manufacturing platforms, order processing, or project management tools is a plus
• Exceptional organizational skills with the ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment
• Strong time management skills and the confidence to take initiative and follow through on assignments

Language Skills:
• Ability to read and understand job orders, procedural documents and written instructions in English
• Demonstrates strong verbal and written communication skills when interacting with customers, vendors, and internal teams.

Mathematical Skills:
• Solid mathematical abilities, including working with whole numbers, fractions, decimals, and calculating rates, ratios, and percentages

Reasoning Ability:
• Strong problem-solving skills
• Demonstrated ability to approach problems constructively and apply sound judgment

 

Physical Demands:
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel objects, and communicate clearly through speaking and hearing. The employee is frequently required to stand, walk, bend, and must regularly reach with hands and arms. The employee must occasionally lift and/or move items up to 25 pounds.

Work Environment:
• While performing the duties of this role, you will primarily be based in an office environment, with occasional visits to the warehouse as needed. Employees must wear safety glasses, hearing protection, and close-toed shoes while on the production floor, in accordance with company safety policies and OSHA regulations

Work Hours:

This position follows a regular schedule of Monday through Thursday 8:00 am to 5:00 pm and Friday 8:00 am to 4:00 pm, with a one-hour lunch break. Overtime work may be required.

 

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