BUSINESS SUPPORT SPECIALIST JOB DESCRIPTION

A Business Support Specialist keeps the operational layer of a commercial organization running accurately and on time. Most companies discover the gap only when it appears: missed quote deadlines, untracked action items, and a sales team fielding questions they should never have received in the first place. In mid-market and enterprise settings, this role sits inside a revenue-generating function, owning the administrative and coordination work that frees managers to focus on decisions rather than logistics. The scope spans quote-to-cash processing, cross-functional liaison, and performance reporting against monthly and quarterly financial objectives.

You will own the day-to-day operational support infrastructure of an assigned business unit, serving as the Business Support Specialist who keeps stakeholders aligned and deliverables on track. The role operates across sales, operations, and finance functions, with direct accountability to a department manager or senior leader who depends on it to convert business priorities into completed tasks.

Career Impact: Mastery of quote-to-cash workflows and cross-functional coordination at this level builds the operational fluency that distinguishes strong candidates for roles in sales operations, business analysis, and account management.

Business Impact: Sales managers, project leads, and finance teams rely on the outputs of this role, from accurate order records and expense reports to timely KPI summaries, to make decisions against monthly and quarterly targets.

Growth Opportunity: Exposure to ERP systems, revenue recognition processes, and multi-stakeholder program delivery provides a direct path toward senior operations or business analyst positions within two to three years.

• Manage quote-to-cash activities, including quote generation, order processing, and revenue recognition tracking, to meet monthly financial targets.
• Coordinate cross-functional project support by monitoring timelines, tracking action items, and escalating unresolved issues to the appropriate authority.
• Compile and analyze departmental performance data and prepare reports, statistics, and presentations for management review.
• Liaise with internal and external stakeholders to communicate project status, resolve open issues, and maintain accurate records in relevant systems.
• Support senior leadership by managing calendars, coordinating meetings and travel logistics, and preparing correspondence with a high degree of confidentiality.
• Process expense reports, purchase requisitions, and vendor documentation in accordance with established procedures and approval workflows.
• Identify and recommend improvements to work processes and reporting workflows to increase efficiency across the department.

• Bachelor's degree in Business Administration, Communications, or a related field, or equivalent work experience.
• 5 or more years of administrative, sales support, or business operations experience, with demonstrated accountability to monthly and quarterly deliverables.
• Proven ability to manage competing priorities independently while maintaining accuracy and meeting deadlines across multiple stakeholders.
• Strong working knowledge of quote-to-cash or order management processes within a commercial or B2B environment.
• Excellent written and verbal communication skills, with the ability to interact professionally at all organizational levels, including senior leadership.
• Demonstrated analytical and reporting capability, including the ability to compile data, identify trends, and present findings in a clear format.
• Demonstrated ability to handle sensitive and confidential information with sound judgment and discretion.
• Proficiency in standard business productivity software and document management systems.

• Experience supporting ERP-based workflows in an order management or supply chain context, enabling faster onboarding to complex operational environments.
• Background in sales operations, account coordination, or customer success, allowing immediate contribution to revenue-facing support tasks.
• Familiarity with process documentation, business testing, or e-learning content maintenance in an operational excellence context.
• Bilingual fluency in a second language relevant to the organization's customer base, supporting expanded stakeholder coverage.

• Order and quote accuracy rate, measuring the percentage of processed transactions completed without rework or correction.
• Action item closure rate within agreed timelines, reflecting how reliably tracked tasks are resolved before escalation is required.
• Report delivery timeliness, measuring on-time completion of recurring management reports against monthly and quarterly cycles.
• Stakeholder response turnaround time, tracking how quickly inbound requests from sales, finance, and operations are acknowledged and resolved.
• Process documentation coverage rate, reflecting the percentage of assigned workflows with current, complete written descriptions.
• Typical tools: ERP platforms (commonly Oracle, SAP); productivity suites (commonly Microsoft 365 or Google Workspace); project tracking software (commonly Smartsheet or Atlassian JIRA).

• Base Salary Range: $52,000 to $72,000 annually, depending on seniority and location
• Bonus: Performance-based bonus of 5 to 10% of base salary, tied to departmental targets
• Equity: Not typically offered at this level; may vary at high-growth companies
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company
• PTO: 15 to 20 days annually, plus standard federal holidays
• Common Perks: Hybrid work flexibility, professional development reimbursement, employee assistance program

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment contingent on a successful background check is standard for this role. All qualified applicants will receive equal consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, and local law. Reasonable accommodations are available to individuals with disabilities throughout the hiring process upon request. Candidates must be authorized to work in the United States.

The Business Support Specialist owns the full quote-to-cash cycle, from order management and part orders to revenue recognition, while resolving project issues and improving work processes for internal and external customers. Reporting to business leadership and working cross-functionally across teams, this role shapes customer satisfaction by proactively communicating project status, managing expectations, and continuously building product and process knowledge.

Key Responsibilities

• Support customer requests via phone and email by recording service requests, placing part orders, and confirming shipment and return details.
• Provide proactive notification of any changes to customers.
• Manage new hardware post-sales planning, including gathering requirements and content for new projects.
• Monitor project progress and track action items to implement solutions.
• Examine, research, and resolve project issues, escalating to the appropriate authority as needed.
• Identify work process improvements.
• Manage internal and external customer expectations by communicating project status and open issues.
• Prepare reports and conduct meetings to support customer relationship management.
• Support and process quote-to-cash activities, including quote generation, order management, and revenue recognition.
• Work cross-functionally to support business and customer needs.
• Improve product and process knowledge continuously using available self-help and training resources.
• Share knowledge and learn from others while working through challenges as part of a collaborative team.

Required Qualifications

• Minimum of 5 years of experience in customer support or account management.
• Experience in understanding and meeting monthly, quarterly, and fiscal year financial objectives.
• Proficiency in Microsoft Office 365 applications, including Outlook, Excel, and Word.
• Knowledge of Oracle ERP systems.
• Knowledge of Atlassian JIRA systems.
• Excellent written and verbal communication skills.
• Strong critical thinking and analytical skills.
• Strong organisational and follow-up skills, including the ability to manage and implement change.
• Demonstrated ability to exercise independent judgement and discretion.
• Demonstrated basic computing skills.

Embedded within a social care team, the Business Support Specialist delivers accurate administrative support across assessment processes, including minuting strategy meetings, coordinating induction activities, and providing procedural guidance to social care and health professionals. Working closely with social workers and managers, this role builds service reliability by ensuring timely, legally suitable documentation and maintaining data protection compliance across all interactions.

Core Functions

• Ensure correct fees are received from the relevant council.
• Attend and minute team meetings and strategy meetings.
• Coordinate induction, learning opportunities, and training identified as essential for assessed-year participants.
• Produce and distribute accurate minutes of strategy and professional meetings within 24 hours, suitable for use in legal proceedings if necessary.
• Support social workers in ensuring service users and professionals receive accurate information about assessment outcomes.
• Support social workers in obtaining agency checks required for the completion of assessments.
• Support managers with the induction of new staff.
• Deal with enquiries and provide procedural advice to social care professionals, health professionals, other local authorities, families, and other involved services or organisations.
• Support business expansion activities, including completing business support tasks for student programmes and coordinating development plan activities.

Qualifications & Experience

• Experience of dealing with diverse people and situations maturely and professionally.
• Experience of maintaining databases and filing systems, ideally those based on electronic processes.
• Experience of dealing with the general public.
• Knowledge of the requirements of the Data Protection Act and GDPR, with a proven track record in maintaining confidentiality.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Ability to produce clear, concise, and unambiguous minutes that accurately reflect discussions.
• Good communication and organisational skills.

Reporting to the BSP Manager, the Business Support Specialist I maintains repair performance data, processes RMAs, and manages accounts receivable for DV-LED and B2B product lines. Partnering with authorised service centres, legal teams, and field support, this role delivers accurate performance reporting and strategic target support that enables the organisation to meet customer satisfaction and compliance standards.

Primary Duties

• Maintain and update qualitative and quantitative repair performance data.
• Work closely with the BSP Manager to support the achievement of performance targets.
• Collect and report performance data in the areas of repair speed, customer satisfaction, and policy and safety compliance to management.
• Process RMAs requested by customers for DV-LED and other products as needed.
• Manage accounts receivable, including creating invoices and following up with customers.
• Liaise with authorised service centres on contract processes with legal and field support teams.
• Support the BSP Manager in defining strategic targets and preparing performance summaries.
• Update and maintain sales projects related to DV-LED, CLOi, and other B2B products.

Skills & Qualifications

• Bachelor's degree or equivalent in a field of study related to the job.
• Relevant work experience in inventory management, with 2 or more years preferred.
• Experience with ERP systems, with SAP Business Objects Web Intelligence preferred.
• Proficiency in MS Office and smartphone technology, with the ability to quickly learn proprietary software applications.
• Ability to work independently and organise schedule based on customer needs.
• Effective communication skills with demonstrated ability to follow up.
• Ability to work a flexible schedule based on business needs, including weekends if required.
• Well-organised with strong interactive and communication skills.

Sitting at the intersection of administrative complexity and departmental strategy, the Business Support Specialist leads high-volume office operations, including invoicing, vendor management, event planning, and budget tracking, in support of an assigned department or functional area. Operating across all levels of the organisation, this role shapes departmental efficiency by applying sound judgement, advanced analytical skills, and proficiency in both Microsoft Office and functional software programmes.

Duties

• Manage and follow up on action items and activities in support of the department and function.
• Handle calendar management as needed.
• Perform a variety of office duties, including typing, invoicing, record and file maintenance, data entry, meeting and travel arrangements, processing expense reports, department event planning, running reports, and vendor management.
• Obtain and secure resources necessary to execute events and programmes.
• Perform complex analysis based on identified needs and direction provided.
• Proactively identify and execute on areas for improvement within the department.
• Provide general support to projects, monitoring project timelines and deliverables.
• Support budgets and track project timelines and deliverables.
• Review, update, and upload information to relevant systems.
• Develop presentations by soliciting information from various sources.
• Utilise software and systems specific to the functional area to compile and generate reports, statistics, timelines, tables, graphs, correspondence, and presentations.

Requirements

• High school diploma or GED required, with additional coursework or certification an advantage.
• Minimum of 6 years of administrative or related experience.
• Advanced computer skills, including strong proficiency in Microsoft Office and functional software programmes.
• Demonstrated skills in PC applications, including online databases, optical technology, intranet and internet tools, and computer software specific to the function.
• Ability to exercise independent discretion and work independently on tasks or projects.
• Ability to function effectively in a fast-paced environment and interact with all levels within and outside the organisation.
• Ability to work with sensitive and confidential information.
• Demonstrated strong leadership abilities and the ability to handle multiple priorities and demands.
• Excellent planning, organisational, and customer service skills.

A key member of the senior leadership team's support function, the Business Support Specialist shapes administrative operations for the President and leadership group, managing multiple calendars, coordinating company events, and handling confidential correspondence across the organisation. Collaborating across all levels of the business, this role builds executive effectiveness by ensuring accuracy, timeliness, and professionalism in every administrative interaction and project deliverable.

Functions

• Manage and organise multiple calendars with attention to accuracy, timeliness, conflict resolution, and alignment to the leader's priorities and commitments.
• Assist with answering emails and other channels of communication.
• Assist in the preparation of documents, forms, and other paperwork.
• Assist with scheduling leadership meetings.
• Liaise with the leadership team and employees throughout the organisation professionally and confidentially.
• Attend client-facing meetings with members of the leadership team to provide administrative support and record meeting minutes.
• Partner with the senior leadership team on the rhythm of the business, including planning and logistics for all company events.
• Fill in for other operations team members as needed.

Experience & Qualifications

• Diploma or degree in business or business administration preferred.
• Demonstrated proficiency in all aspects of Google G Suite.
• Demonstrated ability to interact professionally with people at various levels of the organisation.
• Excellent verbal and written communication skills.
• Thorough understanding of corporate communications.
• Ability to work under tight timelines and balance multiple and varied projects simultaneously.
• Exceptionally high standard of professionalism, confidentiality, and discretion.
• Strong interpersonal skills with a high level of accuracy and attention to detail.
• Initiative, strong judgement, and problem-solving abilities.

Efficient supply chain and customer service outcomes across Global Logistics Management depend on the Business Support Specialist, who tests and monitors SAP change requests, leads process improvements, and delivers end-user training across O2C, F2S, P2P, and IM mega processes. Based within a multinational supply chain organisation and working with both internal Power Users and external business partners, this role advances automation, EDI connectivity, and SAP S/4HANA capability across regional teams.

Accountabilities

• Ensure timely and accurate testing and monitoring of change requests.
• Create and follow up on all necessary templates, prepare testing scenarios and master data, conduct testing across multiple SAP environments, and monitor go-live implementation.
• Provide training and support to supply chain and customer service specialists.
• Act as Power User to support local and global projects impacting the supply chain and customer service department or global logistics management, including regression testing and new SAP functionalities in collaboration with relevant technical teams.
• Share project information and status with all Power Users and deliver training to end users.
• Ensure and promote continuous improvement for supply chain, customer service, and global logistics management processes, as well as SAP S/4HANA knowledge within the regional team.
• Support optimal automation on both technical and operational sides of supply chain and customer service activities, including EDI connections, tool implementation, and other automation processes.
• Assist the Business Support lead on new projects and new business definition and implementation by providing regular feedback and transparent results.

Technical Qualifications

• University degree, preferably in business administration with a focus on supply chain management or project management.
• At least 3 years of practical experience in a multinational supply chain organisation.
• Strong focus on process, systems, tools, and performance management.
• In-depth knowledge of SAP mega processes, including O2C, F2S, P2P, and IM.
• Strong knowledge of MS Office applications, including Word, Excel, and PowerPoint.
• Full understanding of supply chain processes related to assigned markets and good understanding of manufacturing practices common in the FMCG industry.
• Fluency in English, both written and spoken, with additional languages an asset.
• Dynamic, disciplined, and results-oriented, with a proven ability to work under pressure and take initiative.
• Strong analytical, problem-solving, change management, and customer-oriented behaviours.
• Collaborative, autonomous, and organised team player.

As the Business Support Specialist, this role supports the development and execution of product and marketing plans for Galata's Plastic Additives portfolio, including managing supply, demand, revenue, and pricing while assisting with new product development from concept through commercialisation. The product marketing team relies on this work to translate market trends, competitive analysis, and customer insights into actionable forecasts, presentations, and cross-functional initiatives that deliver on overall business unit strategy.

Activities

• Support the development and execution of product and marketing plans.
• Analyse market trends, customer requirements, and competitive strategy, and identify opportunities for increasing customer and business value through product differentiation.
• Manage supply, demand, revenue, margin, and pricing for the product portfolio, and update and present forecasts regularly to management, finance, and manufacturing teams.
• Assist with the new product development process from concept through commercialisation, including defining customer and product requirements, determining and proposing value, and managing product launches and coordinating with sales.
• Build on current products and help define new ideas based on consumer insights, market research, and customer input.
• Ensure that product initiatives support the overall business unit strategy and goals.
• Plan, execute, and evaluate tactical projects across core business units.
• Work cross-functionally with technology, sales, and operations to deliver company goals.
• Report on competitive analysis, market evaluations, and research based on business needs.
• Manage inventory, price records, customer communications, and new product forecasting.
• Develop key presentations for internal and external audiences.
• Build and maintain strong working relationships with existing and new customers.
• Support sales and business leadership at industry-related associations and events.

Position Requirements

• Bachelor's degree in marketing, business management, or a related field.
• One to 2 years of related experience preferred.
• Experience with Adobe Creative Cloud Suite.
• Strong Microsoft Office skills, including Word, Excel, and PowerPoint.
• Strong analytical skills.
• Demonstrated effectiveness in marketing, project management, or strategy, including participation in market analysis, planning, and new product development.
• Ability to cultivate new business opportunities and set and meet aggressive objectives.
• Excellent communications, presentation, interpersonal, and relationship-building skills.

Business Support Specialist oversees programme delivery administration, from updating programme management tools and raising purchase orders to facilitating workshops and preparing KPI summaries, in support of both internal project managers and external clients. Success in the position means maintaining effective relationships across multiple geographies and work streams while providing planning and control support that enables informed management decision-making.

Operational Focus

• Maintain complete and accurate project records, including updating programme management tools, and perform clerical support functions as required.
• Assist project managers in following up with contractor administration requirements.
• Take primary responsibility for the completeness of all programme delivery business administration.
• Support the efficient execution of internal and client-facing projects, including workshop facilitation and organisation, documentation updating, and project reporting.
• Provide planning and control support for programme and project managers in setting up project plans.
• Raise purchase orders on behalf of the project manager, ensuring that valid quotes have been obtained.
• Maintain effective relationships with internal and external customers.
• Provide summaries of project key performance indicators and performance statistics to identify key areas of opportunity and support informed management decision-making.

Knowledge Skills & Abilities

• Professional experience in business management.
• Excellent MS Office skills, including advanced Excel and PowerPoint.
• Ability to manage across multiple work streams and initiatives globally, handling conflicting work priorities according to business, technical, and financial need.
• Ability to deal with demands from varying stakeholders and prioritise accordingly.
• Ability to manage across borders and work in a matrix organisation.
• Ability to research best practice and apply it within the organisation.
• Ability to handle change effectively and deal with ambiguity.
• Strong analytical skills applied to a broad range of business issues.
• Strong organisational skills with an accurate, structured, and logical approach.

The Business Support Specialist produces daily physician order processing, medical record management, and HIPAA-compliant disclosure workflows in support of a healthcare agency's administrative and compliance operations. Reporting to an administrator and serving as liaison for workers' compensation, employee benefits, and building emergencies, this role advances patient and staff safety by maintaining accurate electronic records, fulfilling OSHA requirements, and coordinating peer review and onboarding processes.

Key Deliverables

• Process, fax, and track physician orders daily to maintain compliance with state regulations.
• Generate and process supplemental orders daily and provide routine reports to the administrator.
• Scan patient paper records, including orders, into the patient electronic medical record.
• Enter all patient and facility medical supply information.
• Process medical record requests promptly in accordance with HIPAA disclosure guidelines and with administrator approval.
• Process IT requests, with administrator approval, for timely staff onboarding and offboarding.
• Fulfil OSHA safety requirements for the agency.
• Coordinate the peer review process and tracking.
• Act as liaison for first reports of workers' compensation injuries and employee benefits.
• Act as point of contact for building and property emergencies, staff safety, and front door security.
• Perform sanction checks for the Office of Inspector General.
• Maintain and purge paper files with administrator approval.
• Provide backup support for obtaining patient insurance eligibility and authorisation.

Professional Experience

• Associate degree or equivalent experience.
• Two to 3 years of administrative experience in a healthcare setting.
• Basic computer skills with the ability to access the internet and other applicable programmes.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to communicate and interact effectively with all levels of management, employees, and external customers.
• Strong analytical and interpretive skills.
• Ability to perform multiple tasks within established timeframes and meet critical deadlines.
• Ability to work independently in a fast-paced environment.

Embedded within a local and remote sales office network, the Business Support Specialist develops day-to-day administrative support for the sales team - handling quotes, order placement, technical routing, supply ordering, and expense report processing. Working closely with team members on goal projects including surveys, trial follow-up, and marketing activities, this role advances sales operations by maintaining office efficiency and building professional relationships across customer-facing and internal functions.

Areas of Ownership

• Assist the sales team with requests, answer questions, and provide guidance on policies and procedures.
• Assist with incoming customer calls, including handling quotes, order placement, and fielding technical support issues, and route queries to the correct contact.
• Act as a key point of contact for the local office and assigned remote offices.
• Maintain office operations, including ordering supplies, literature, and business cards, and managing office organisation.
• Record and report sales employees' attendance on a daily and weekly basis.
• Process expense reports for all employees.
• Collaborate with team members on assigned goal projects, including surveys, trial follow-up, and marketing activities.

Education & Experience

• Four-year college degree required.
• Customer service or sales support experience is an advantage.
• Intermediate to advanced proficiency in MS Office, including Excel, Word, and Outlook.
• Strong organisational skills with a high level of accuracy, time management, focus, and attention to detail.
• Ability to work effectively in a team-oriented environment and establish professional relationships quickly.
• Ability to empathise with clients and team members to ensure needs are met.

Reporting to the business support and software development teams, the Business Support Specialist refines post-launch merchant integrations by serving as the primary contact for technical issues, including configuration, debugging, documentation, and testing across e-commerce implementations. Partnering with sales and development counterparts to resolve integration and trial issues, this role strengthens customer satisfaction by delivering practical solutions and adhering to coding standards and support best practices.

Role Responsibilities

• Serve as the primary point of contact for post-launch integration requests from client technical resources and for help desk and integration questions via email, phone, or in person.
• Proactively assist merchants with technical issues, including configuration, debugging, documentation, and testing, related to their daily use of the solution, and coordinate with other team members as needed.
• Partner with business support, sales, and software development teams to resolve issues arising during merchant trials, integrations, or post-implementation support.
• Advise management on support issues that impact customer satisfaction and provide recommendations for appropriate actions.
• Contribute to and adhere to coding standards, best practices, and procedures.

Background & Experience

• Two or more years of experience in a technical support role in the technology or e-commerce industry.
• Fluency in English and Mandarin is mandatory, with Cantonese desirable.
• Solid analytical and problem-solving skills with the ability to deliver practical solutions.
• Excellent communication skills and the ability to build and maintain strong working relationships.
• Excellent ability to self-prioritise and time-box tasks without guidance.

Sitting at the intersection of regional administrative operations and distributor management, the Business Support Specialist supports the General Manager EP CEE by coordinating distributor agreements, healthcare society alliances, event planning, and cross-functional communications across sales, marketing, legal, and finance teams. Operating across a highly matrixed and geographically diverse environment, this role oversees event logistics end-to-end, from venue coordination and contractor supervision to invoice payment and post-event reporting, to ensure the EP Division meets its regional objectives.

Job Functions

• Provide administrative support to the regional team, including preparing correspondence, answering telephones, maintaining files and supplies, managing appointment calendars, and compiling regular and special reports.
• Draft distributor agreements and work with sales, marketing, and legal teams on contents and approvals.
• Develop familiarity with policies relating to contracts, distributor and third-party agreements, healthcare professional activities, and compliance documentation.
• Coordinate new employee office set-ups and onboarding.
• Provide basic HR transactional services, including acting as contact for insurance companies and payroll providers for holiday tracking, and escalate to the HR Business Partner as necessary.
• Schedule and coordinate meetings, manage all hotel and travel arrangements, and prepare itineraries.
• Handle all confidential correspondence, inter-company communications, and general inter-departmental communications.
• Provide training and orientation to new staff as required.
• Support the finance team with invoices and accounting information on an ad hoc basis.
• Work with management and the marketing manager to execute the yearly marketing activities and budget, and track and update marketing budget expenditures and operational expenditure files every month.
• Develop event communications for the field, management, and attendees, and manage the planning and supervision of outside contractors, including installation, dismantling, trucking, and utilities coordination.
• Serve as liaison with healthcare societies to generate and sustain strategic alliances and corporate relationships.
• Provide timely payment of invoices, charge-backs, and lead generation reports following each event.

Minimum Qualifications

• Bachelor's degree in marketing, economics, public relations, journalism, advertising, communications, or a related field.
• Three to 5 years of progressively responsible experience in conventions and event planning, preferably in the medical device, pharmaceutical, healthcare, or IT industry.
• Two to 3 years of experience managing vendors and contractors.
• Previous experience with Microsoft Outlook Scheduler and advanced proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Experience working in a broader enterprise or cross-division business unit model preferred.
• Fluency in English and the local office language, both spoken and written.
• Ability to work in a highly matrixed and geographically diverse business environment and within a team and as an individual contributor in a fast-paced, changing environment.
• Ability to leverage and engage others to accomplish projects.
• Strong verbal and written communication skills with the ability to communicate effectively at multiple levels of the organisation.
• Ability to multitask, prioritise, and meet deadlines promptly.
• Strong organisational and follow-up skills with strong attention to detail.
• Ability to maintain regular and predictable attendance as a team player within a matrix organisation.

A key member of the propulsion programme's administrative support function, the Business Support Specialist advances facility operations by managing visitor security, processing purchase requisitions, coordinating cross-functional meetings, and maintaining executive schedules across all levels of management and staff. Collaborating across the organisation on process improvement, data analysis, and compliance activities, this role ensures operational continuity and confidentiality in a complex, multi-stakeholder environment.

What You'll Do

• Ensure visitor security and compliance requirements are met before allowing entry into the facility.
• Assist in the processing of purchase requisitions to support the propulsion programme and department.
• Support, document, and lead process improvement and documentation activities in support of the department.
• Participate in and lead cross-functional coordination across the organisation as required.
• Answer incoming calls promptly and courteously, route callers, and provide information as required.
• Set up and coordinate meetings and conferences, including facility site visit approvals.
• Provide support to all levels of management and staff.
• Manage and maintain executives' schedules and calendars as needed.
• Conduct research, collect and analyse data, and prepare reports and documents about expenses.
• Perform general clerical duties, including copying, faxing, mailing, and filing.
• Assist with ordering and managing office supplies and company apparel.
• Support emergency evacuations as needed.
• Respect and maintain confidentiality in discussing organisational matters.

Required Qualifications

• Three to 5 years of experience in an administrative office setting.
• Strong experience with MS Office applications, including intermediate to advanced skills in Outlook, Word, and Excel.
• Demonstrated experience meeting and dealing with people at all levels of the organisation efficiently and tactfully.
• Excellent verbal and written communication skills.
• Good knowledge of office etiquette and procedures.
• Good organisational skills with strong attention to detail.
• Ability to identify the nature of a visitor's business and respond in a manner that maintains a positive public image.
• Ability to carry out a variety of clerical tasks independently from general instructions.
• Ability to accurately interpret written information and complete tasks requiring basic arithmetic.
• Demonstrated history of strong attendance and punctuality.

Regional distributor performance and quarterly sales alignment depend on the Business Support Specialist, who manages distributor contracts, service fee processes, purchase order creation, and sales force data validation to keep regional operations running accurately. Serving as the central connector between sales, finance, and all internal stakeholders, this role develops sales presentations, pipeline review sheets, and forecast alignment that directly support the team in delivering against financial targets.

Day-to-Day Responsibilities

• Provide administrative support to the regional team, including handling distributor queries and follow-up for all distributor needs.
• Train and guide new team members on all administrative aspects of the business.
• Maintain distributor contracts, facilitate letters of authorisation, and manage renewals.
• Manage the service fee process for all distributors.
• Process all free-of-charge orders.
• Drive weekly regional reviews covering base business activities and maintain budget versus revenue tracking files.
• Conduct deep dives into sales opportunities and assist the team in overcoming internal barriers to success.
• Ensure purchase orders are submitted in time to meet quarterly targets.
• Work with all internal stakeholders to find common working platforms and drive regional support to deliver results.
• Perform data analysis to create sales presentations and pipeline review sheets.
• Manage internal processes for purchase order creation and supplier uploads.
• Ensure the team follows the approval process for meetings, events, and conferences.
• Assist with forecast reviews and alignment, and follow up with the sales team on orders to maintain alignment with the finance team.
• Manage Salesforce data, including uploads and data validation, and ensure sales leads are logged and followed up on specific projects.

Qualifications & Experience

• Prior experience in customer service or office management within an international organisation preferred.
• Experience with conflict resolution.
• Strong attention to detail when dealing with complex customer orders.
• Strong communication skills with the ability to quickly build business relationships.
• Proficiency in business software, including MS Office, data management tools, and internet applications.
• Problem-solving approach with a strong focus on the customer.
• A high degree of independence and strong interpersonal skills.
• Proactive, self-starting approach with a commitment to delivering high standards.
• Willingness to develop within a global organisation.

As the Bilingual Business Support Specialist, this role oversees inbound customer interactions in both Spanish and English - handling product orders, troubleshooting end-user issues, and maintaining metrics and dashboards that support key business decisions across multiple markets. The customer service and category management teams rely on this work to drive dispenser knowledge, suggestive selling, and cross-departmental process improvements that elevate the overall customer experience.

Scope of Work

• Improve, maintain, and communicate system, product, and process knowledge with field sales, distribution, and customers across multiple markets.
• Make well-informed decisions in a fast-paced environment and share information within the team to demonstrate and promote superior customer service.
• Respond to inbound interactions and answer internal and external customer questions, product orders, and issues via phone, email, and chat.
• Serve as the key contact in the department for Spanish-speaking customers.
• Record, troubleshoot, and analyse end-user issues, proactively search for solutions, and provide customers with a positive experience.
• Maintain current knowledge of dispensers and products to service internal and external customers and sales needs accurately and efficiently.
• Analyse business needs through ongoing maintenance of metrics, reports, and dashboards that drive key business decisions.
• Apply suggestive selling of products and services during customer-initiated interactions.
• Collaborate with category managers and quality teams to resolve issues, suggest long-term solutions, and share knowledge of new products and dispensers.
• Collaborate with the sales team to create more efficient processes and develop and enhance self-service capabilities.
• Demonstrate initiative to continuously create efficiencies through creativity, experimentation, and ideation.

Skills & Qualifications

• Bachelor's degree.
• Three or more years of additional work experience in marketing, sales, IT, finance, business-to-business technical support, sales support, or customer-facing roles.
• Experience with customer relationship management systems.
• Microsoft Office experience.
• Experience in identifying customer needs and translating them into solutions.
• Experience analysing data, producing reports, and maintaining strong attention to detail.
• Experience collaborating with multiple departments to drive business results.
• Fluency in Spanish and English, both spoken and written.

Business Support Specialist advances Finnish and Nordic team operations by coordinating external exhibitions, product training sessions, internal meetings, and the annual Nordic sector conference while ensuring all healthcare compliance documentation and contracts are in place. The work directly supports brand consistency, timely invoice processing, and smooth event logistics across the Nordic region, with translation coordination and internal newsletter publishing rounding out the administrative scope.

Work Activities

• Coordinate external exhibitions, external speakers, and product training sessions, ensuring all necessary healthcare compliance documentation and contracts are in place in advance.
• Book materials such as exhibition booths and training and workshop materials for events.
• Arrange transportation of marketing-related materials and ensure timely delivery.
• Request payments through the internal system and follow up on invoices.
• Coordinate translations from English to the local language.
• Coordinate internal meetings, including sales meetings and country meetings, covering both logistics and administration.
• Participate in arranging the annual Nordic sector conference.
• Assist with the onboarding of new hires.
• Handle demo products, including storage checks and counting.
• Ensure alignment with brand guidelines in collaboration with relevant stakeholders.

Requirements

• Post-secondary education in business administration preferred.
• Prior experience in the healthcare industry is an advantage.
• Project management training is an advantage.
• Proficiency in Office 365.
• Professional English and fluency in both written and spoken Finnish.
• Good written and verbal communication skills with excellent collaboration and team spirit.
• Well-structured, focused, and detail-oriented.

The Business Support Specialist coordinates business test planning and execution, process framework governance, and training material development for DSV Road's Operational Excellence Team within BCM Road. Working alongside a skilled team of colleagues and acting as direct support to peers on testing, process documentation, and e-learning, this role elevates the quality and consistency of road logistics operations by ensuring process descriptions and training concepts remain current and continuously improved.

Performance Expectations

• Manage business test cases, including test planning and execution.
• Govern and continuously update all areas of the road business process framework and its process descriptions.
• Maintain the training concept, framework, and practices.
• Act as direct support to colleagues on business testing, standard process description, and training material development.
• Follow up on required changes and adjustments to existing test cases, process descriptions, and training materials.

Experience & Qualifications

• Practical experience in analysing and optimising processes, with demonstrated ability to document processes.
• Experience in training delivery and communication.
• Ability to stand firm when challenged and to navigate and communicate effectively.
• Comfortable working independently and self-sufficiently in a busy environment with multiple tasks running in parallel.
• Innovative thinking with the ability to develop ideas that create value and benefit the business.
• Strong communication skills with fluency in English, both spoken and written.