Extern Equipment Coordination Specialist

JOB OVERVIEW :

This position is responsible for performing a variety of tasks / projects that address the needs of the department. The assignments are related to the MOS and the degree of the extern.

The assignments may include conducting research, project support, data collection and creating presentation material. As possible, a reasonable balance will be made between the extern's learning goals and the specific assignments.

KEY RESPONSIBILITIES :

Manges the entire district installation process by working with the District Managers and sales rep to determine the appropriate installation dates and ensure all projects are current and on track with quarterly / annual RO.

Leads the coordination of all installation date changes that may occur during the planning process.

• Ensures that all preparation prior to start of weekly EPMs is complete, which includes scheduling customers; inputting current estimated shipping details and notes into internal software systems;
• daily / weekly adjustment of projected installation dates; manages the solutioning of credit issues; validates Order Terms’ compliance prior to installation;

and works directly with 3PL (or respective Henry Schein facilities) to ensure equipment is staged for delivery.

• In conjunction with the District Manager, prepare for and lead all Equipment Planning Meetings (EPM) for respective assigned district(s) to ensure that anticipation of equipment tracking / arriving and scheduling customers is as transparent and seamless during the last mile portion of the installation process.
• Daily invoicing per order terms upon delivery / installation of equipment, including ensuring all credit and financial approvals are in place and handles escalations as required.
• Manage the entire equipment return process by ensuring equipment is received at the appropriate Henry Schein facility. Proactively vets the entire approval process based on the value and age of the equipment by ensuring all approval levels have been obtained.

Handle escalations to properly execute the return process.

Processes all orders that are submitted as a delayed delivery from sales; validates delayed deliveries meet all financial documentation requirements.

As delayed deliveries come due, ensure documentation is prepped and completed prior to quarter end.

• Communicates directly with Equipment Specialists to ensure alignment with order status and forecasted projections / commitments on a weekly basis.
• Ensure orders that were approved on exception basis for RPOs, have credit approval in place no later than 30 days before projected installation date.
• Collaborates daily with the respective Installation Manager to discuss the installation schedule and identify technician availability and requirements for scheduling purposes.
• Provides financial accounting with the proper proof of delivery documents for entered equipment orders based on audit sent by the Financial Inventory Team.

Verifies with Equipment Service Technician / s and local management for revenue recognition.

• Acts as back up for colleagues in other markets.
• Other duties and special projects as assigned.

SKILL :

Learn job skills and company policy and procedures to complete assigned tasks.

COMPLEXITY :

Work on assignments that are routine in nature

SUPERVISION :

Work under close supervision and receive detailed instructions to accomplish assigned tasks.

WORK EXPERIENCE :

No experience required.

PREFERRED EDUCATION :

Typically High School education, vocational training and / or on-the-job training.

GENERAL SKILLS & COMPETENCIES :

• Good time management
• Attention to detail and accuracy
• Ability to plan and arrange activities
• Interpersonal communication skills
• Good verbal and written skills
• Ability to maintain confidential and highly sensitive information
• Ability to work in a team environment
• Ability to multi-task

PERFORMANCE REQUIREMENTS :

Typically, to advance to a new job level, Extern must demonstrate professional behavior and should consistently be at the high-end of meets expectations or consistently exceed expectations.

TRAVEL / PHYSICAL DEMANDS :

Travel typically less than 10%. Office environment. No special physical demands required.

Henry Schein, Inc. is an Equal Employment Opportunity Employer and does not discriminate against applicants or employees on the basis of race, color, religion, creed, national origin, ancestry, disability that can be reasonably accommodated without undue hardship, sex, sexual orientation, gender identity, age, citizenship, marital or veteran status, or any other legally protected status.