Operations Coordinator - BAP

Ravago Manufacturing Americas; Orlando (FL); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Ravago Americas is seeking an detail-oriented Documentation Specialist to support Purchasing and Customer Service. You will ensure Ravago's document database is accurate, compliant and efficiently managed, including COA/COO/FTA handling and vendor communications.

In this hybrid role, you will collaborate across teams, generate reports, build dashboards from Ravago tools, and back up purchasing colleagues as needed. Strong Excel/Word skills and English proficiency are required.

Qualifications

• Proven communication and interpersonal skills; able to collaborate across teams.
• Detail oriented with ability to prioritize and manage time.
• Proficiency in MS Excel, Word and PDF tools (Adobe/Nitro).
• Experience using SharePoint and Kira to manage documents.

Responsibilities

• Collect COA/ COO/FTA from vendors and archive for reference.
• Create Ravago documentation per vendor specifications.
• Coordinate with vendors to ensure compliant docs within timelines.
• Process customer certification requests and related documents in a timely manner.
• Extract data, generate reports and dashboards for leadership.

Skills

Communication skills

Detail oriented

MS Excel

SharePoint

Kira

Time management

Education

High School Diploma or Equivalent

Tools

Adobe/Nitro

MS Word

SharePoint

Job description

Purpose

The purpose of this role is to provide various levels of support to the business, utilizing Ravago's proprietary software systems, to ensure the success and efficiency of activities for the Purchasing and Customer Service needs of the organization. This position is responsible for verifying all aspects of the Ravago document database are compliant, accurate and efficient.

Purpose

The purpose of this role is to provide various levels of support to the business, utilizing Ravago's proprietary software systems, to ensure the success and efficiency of activities for the Purchasing and Customer Service needs of the organization. This position is responsible for verifying all aspects of the Ravago document database are compliant, accurate and efficient.

Areas Of Responsibility / Tasks

Performance must reflect appropriate level of expertise and achievement of the desired results for the items listed below.

• Administrative
• Responsible for collecting Certificate of Analysis (COA) and Certificate of Origin (COO)/Free Trade Agreements (FTA) from vendors via electronic file and ensuring these documents are organized and archived for future reference and distribution
• Responsible for the creation of Ravago documentation based on specifications provided by vendors
• Coordinates with vendors to ensure compliance documentation is accurate and completed within required timelines
• Reviews and processes the receipt, qualification and fulfillment of customer certification requests, as well as other necessary documents, in a compliant and timely manner
• Collaborates cross-functionally with Purchasing and Customer Service teams to resolve documentation discrepancies
• Works through backlog of certification uploads using Ravago’s software tools
• Reviews outstanding reports and proactively requests missing documentation from appropriate vendors
• Verifies backup documentation is received per requests and ensures applicable documentation is deemed necessary in order to fulfill requests
• Participates in supporting the continued development of Ravago’s system functionalities and presents opportunities for improvement when applicable
• Tracks data in spreadsheets and creates reports which analyze business needs as requested by leadership
• Generates internal reports utilized by several departments to track daily metrics
• Extracts data to develop dashboards and produce analytical outputs
• Responsible for the creation of railcar tracking and tracing tool and utilizes data to complete updates in the business's ERP system
• Creates and distributes internal railcar inventory summaries, providing visibility into outstanding inventory and supports cost saving initiatives such as railcar utilization and demurrage reduction
• Actively participates in daily management meetings to measure and take actions on metrics/KPI's
• Back up Support
• May serve as a back‑up to other purchasing team members at the same or above level as needed
• All other duties as assigned

Supervisory Responsibilities

• Not Applicable

Competencies; Knowledge, Skills, Abilities (KSA)

To perform this role successfully, an individual must have experience achieving desired result(s) in their areas of responsibility. The requirements listed below are representative of observable behaviors and essential knowledge, skill, and abilities required of a successful incumbent within our culture.

• Proven communication and interpersonal skills (verbal and written) and ability to establish relationships and collaborate among other teams
• Ability to quickly learn, detailed oriented with an ability to prioritize
• Proficiency in MS Excel, Word and Adobe/Nitro file creation and management
• Manage and organize time, information and resources effectively using SharePoint and Kira to meet deadlines and respond to requests on a timely basis

Minimum Qualifications / Education / Experience / Certifications

• Education:
• High School Diploma or Equivalent Required
• Experience:
• 0-2 years of previous experience in a similar role preferred
• Experience with Purchasing, Supply Chain or a related field is highly desired
• Licenses / Certifications:
• Valid driver’s license – required
• Language:
• Proficiency in English required
• Bi-Lingual – Spanish or Portuguese is a plus

Work Environment / Conditions

The work environment/conditions described herein are representative of those that an incumbent may experience, and therefore

• Must be adaptable to work in a shared space, with constant noise, with/or without the use of a private office.
• This position is a hybrid in-office and work-from-home role
• May be required to travel to office locations in the USA as well as other countries based on the businesses involved in e-commerce sales

Physical Requirements / Demands

The physical demands described herein are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. *Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions & physical demands of this role.

• While performing the duties of this job, the incumbent is regularly required to communicate verbally, read, and comprehend information, type on a consistent and daily basis.
• Push, pull, and lift to 40lbs on a weekly basis.
• While performing the duties of this job, the incumbent is regularly required to travel by foot, car, bus, airplane, or other means of transportation which require sitting, waiting, and standing for long and short periods of time.
• Ability to setup desk equipment including setting up equipment on top of desks and connecting cables and power cords under desk (requiring lifting, bending, pushing, pulling).

Acknowledgement

This job description is not an exhaustive list of areas of responsibility or tasks that an incumbent in this position may be asked to perform. All Employees are required to deliver the desired results intended for their role, at the designated level of knowledge, skill, and ability commensurate with their job title and level within the organization.

Notice To Applicants

Ravago Americas is an equal employment opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, sex, religion, national origin, disability, veteran status, citizenship status, or marital status. We assure you that your opportunity for employment with this employer depends solely upon your qualifications.