Registration Specialist

okgov; Oklahoma; On-site; USD 33,000 - 55,000; Full time

Job summary

OMES is seeking a Registration Specialist to support supplier onboarding and maintenance in a fast-paced, customer-focused environment. You will manage inbound calls, emails, and tickets, ensuring registrations, file changes, and name updates are processed accurately while validating banking and identity documentation for compliance.

The role emphasizes clear communication, timely responses, and collaboration with Procurement, Finance, and IT to resolve supplier inquiries and improve processes.

Qualifications

• An associate's degree in business, finance, or supply chain management.
• Two years of procurement-related experience.
• OCPO Level 1 certification or must attain certification within 90 days.

Responsibilities

• Act as the team’s primary customer service function by answering inbound supplier calls.
• Respond to supplier emails and support tickets promptly and professionally.
• Guide suppliers through registration/onboarding, documentation and system navigation.
• Process new supplier registrations, file changes, and name change updates.
• Validate supplier banking information and identity documentation to ensure compliance.
• Maintain accurate supplier records across systems.
• Escalate complex issues to Procurement, Finance, or IT when needed.
• Provide clear, empathetic communication to suppliers.

Skills

Customer service

Phone etiquette

Communication

Problem solving

Attention to detail

Education

Associate degree in business/finance/supply chain

Procurement experience 2 years

OCPO Level 1 certification or within 90 days

Job description

Job Posting Title

Registration Specialist

Agency

090 OFFICE OF MANAGEMENT AND ENTERPRISE SERV

Supervisory Organization

CP

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date

October 07, 2026

Full/Part-Time

Full time

Job Type

Regular

Compensation

Salary up to: $55,000.00 based on skills and experience.

Job Description

As a Procurement Business Analyst with OMES you will enjoy:

• Generous leave including 15 days of vacation, 15 days of sick leave and 11 paid holidays annually.
• A comprehensive Benefit Package with a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.

Job Details

• Full-time 40-hour work weeks.
• Support Central Purchasing
• Salary up to: $55,000.00 based on skills and experience.

Position Summary

The Supplier Registration Specialist is a customer‑service-focused role responsible for supporting suppliers throughout the onboarding and maintenance process. As the primary point of contact, the Specialist monitors and answers inbound phone calls, responds to emails, and manages support tickets to resolve supplier inquiries efficiently and professionally. This position ensures new supplier registrations, file changes, and name change requests are processed accurately and that banking and identity documentation is carefully validated. The Specialist plays a key role in delivering a consistent and positive experience for suppliers by providing clear guidance, timely communication, and dependable support.

Position Responsibilities

• Actively monitor and answer inbound supplier phone calls as the team's primary customer service function.
• Respond promptly and professionally to supplier emails and support tickets.
• Guide suppliers through the registration and onboarding process, including required documentation and system navigation.
• Process new supplier registrations, supplier file change requests, and supplier name change updates.
• Validate supplier banking information and identity documentation to ensure compliance and reduce risk.
• Maintain accurate supplier records and ensure updates are reflected across all relevant systems.
• Identify and resolve common supplier issues; escalates concerns to Procurement, Finance, or IT when necessary.
• Provide clear, empathetic communication to suppliers, ensuring they feel supported throughout the process.
• Monitor ticket queues to ensure timely follow‑up and closure.
• Support continuous improvement by identifying recurring supplier challenges and recommending workflow enhancements.
• Works in cooperation with the Oklahoma State Treasurer's office to maintain the integrity of supplier banking information.
• Other duties as assigned.

Knowledge/Skills/Abilities

• Basic understanding of supplier onboarding processes and required documentation.
• Introductory knowledge of supplier file changes, name changes, and banking validation requirements.
• Familiarity with internal systems used for registration, ticketing, and communication.
• Professional and courteous phone etiquette; able to monitor phone queues consistently.
• Clear written communication for supplier emails and tickets.
• Ability to follow structured procedures and checklists accurately.
• Basic problem‑solving skills and the ability to identify incomplete submissions.
• Handle routine supplier calls and emails with guidance.
• Follow standard operating procedures to complete simple registration‑related tasks.
• Escalate complex issues to senior team members appropriately.
• Maintain accuracy when entering or updating supplier information.

Education and Experience

• An associate's degree in business, finance, supply chain management, or a closely related field and;
• Two (2) years of procurement-related experience or;
• An equivalent combination of education and experience substituting one year of business, finance, or supply chain management experience for each year of the required degree.
• Certification as State of Oklahoma Certified Procurement Officer Level 1 or must attain certification within 90 days.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

About OMES

The Office of Management and Enterprise Services provides excellent service, expert guidance and continuous improvement in support of our partners' goals. We are a highly qualified workforce committed to serve those who serve Oklahomans and make government run in the most efficient, innovative manner possible.

Equal Opportunity Employer

OMES is an Equal Opportunity Employer. Reasonable accommodation to individuals with disabilities may be provided upon request.

Equal Opportunity Employment

The State of Oklahoma is a