Operations Support – Tracking Coordinator

Heartland Business Systems; Little Chute (WI); On-site; USD 36,000 - 48,000; Full time

Job summary

Heartland Business Systems is seeking an Operations Support - Tracking Associate to assist with tracking hardware/software licensing, vendor coordination, and order status collaboration across Sales, Operations, and Accounting.

The role emphasizes accurate ETAs, proactive vendor communication, and maintaining clean order records to enable prompt customer invoicing.

Qualifications

• 1+ year of experience in customer service, administrative support, operations support, logistics, or a related field.
• Experience in a fast-paced environment while managing multiple tasks and priorities.
• Experience using computer systems, databases, or business applications to enter, track, and maintain accurate information.

Responsibilities

• Utilize vendor portals and other available resources to track hardware, software, and licensing orders, ensuring ETAs are accurately maintained and updated.
• Proactively communicate with vendors to obtain tracking information for orders not available through online tracking systems and update ETAs accordingly.
• Ensure all purchase orders (POs) are reviewed, tracked, and updated daily through ongoing collaboration with the Operations Support team.
• Maintain accurate, complete, and up-to-date records within the company's procurement and order management systems.
• Provide timely support to Sales, Operations, and Accounting teams by responding to urgent tracking and order status inquiries.

Skills

Communication

Detail Oriented

Initiative

Organized

Responsible

Time Management

Adaptability

Education

High School Diploma

Tools

Microsoft Office

Job description

Position Summary

The Operations Support - Tracking Associate plays a critical role in supporting business operations by collaborating closely with vendors and sales teams to ensure the accurate and timely tracking of hardware and software licensing. This role helps facilitate efficient resource scheduling, supports operational visibility, and enables prompt and accurate customer invoicing.

Job Type

Full-time, Temporary

Description

The Operations Support - Tracking Associate plays a critical role in supporting business operations by collaborating closely with vendors and sales teams to ensure the accurate and timely tracking of hardware and software licensing. This role helps facilitate efficient resource scheduling, supports operational visibility, and enables prompt and accurate customer invoicing.

Roles and Responsibilities/ Essential Functions

• Utilize vendor portals and other available resources to track hardware, software, and licensing orders, ensuring estimated arrival dates (ETAs) are accurately maintained and updated.
• Proactively communicate with vendors to obtain tracking information for orders not available through online tracking systems and update ETAs accordingly.
• Ensure all purchase orders (POs) are reviewed, tracked, and updated daily through ongoing collaboration with the Operations Support team.
• Maintain accurate, complete, and up-to-date records within the company's procurement and order management systems.
• Provide timely support to Sales, Operations, and Accounting teams by responding to urgent tracking and order status inquiries.

Requirements

Competencies

• Communication: Ability to promote understanding through exceptional written, oral, interpersonal, and presentation skills.
• Detail Oriented: Detail orientation looks at the ability of the individual to pay meticulous attention to all aspects of a situation or task, no matter how small or seemingly unimportant.
• Initiative: Initiative looks at the ability of the individual to act and take steps to solve or settle an issue.
• Organized: Organizational skills looks at the ability of the individual to be structured and methodical in working skills.
• Responsible: Responsibility looks at the ability of the individual to be trustworthy or answerable for their conduct.
• Time Management: Time management skills looks at the ability of the individual to effectively utilize available time for the completion of necessary job tasks
• Adaptability: Adaptability looks at the extent to which an individual can fit into a changing working environment.

Required Experience

• 1+ year of experience in customer service, administrative support, operations support, logistics, supply chain, or a related field.
• Experience working in a fast-paced environment while managing multiple tasks and priorities.
• Experience using computer systems, databases, or business applications to enter, track, and maintain accurate information

Required Skills, Education and/ or Certifications

• High School Diploma
• Strong computer skills; (Word, PowerPoint, Excel, Outlook, etc.)

Equal Opportunity Employer - Including Disabled and Veterans

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