Operation Specialist job opportunity at PHILIPS.

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PHILIPS Operation Specialist
Experience: 2-years
Pattern: full-time
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loacation Hong Kong, Hong Kong
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Job Title Operation Specialist Job Description Operation Specialist Company: Philips Hong Kong Location: Moko, Mongkok, Hong Kong Department: Health System Reports to: Service Operations Manager Position Overview This Operation Specialist is a vital role responsible for supporting the end-to-end 3rd party items procurement process and maintaining our supplier relationships. This position ensures the smooth operation of our supply chain by handling administrative tasks with precision, managing data, and serving as a key point of contact for both internal stakeholders and our supplier partners. The ideal candidate is highly organized, possesses excellent communication skills, and thrives in a fast-paced environment. Key Responsibilities 3rd Party Items Procurement Process Support: · Handling the entire 3rd party items procurement process from quotations consolidations, items registration to creation. · Liaise with internal departments (e.g., Sales, BU, Services Teams) to clarify requirements and ensure timely procurement of goods and services. · Issue, track, and confirm POs with suppliers, ensuring accuracy in pricing, quantities, and delivery dates. · Assist with low-value sourcing activities and obtain quotes as needed. · Support the operation team in the preparation of requests for proposals (RFPs) and requests for quotations (RFQs). Supplier Management & Onboarding: · Act as the primary administrative contact for supplier inquiries and communications. · Coordinate the end-to-end supplier onboarding process, including collecting and verifying necessary documentation (Specification, certificates, quality document etc.). · Maintain and update the supplier database (Supplier Information Management system), ensuring all records are accurate, complete, and current. · Assist in the evaluation and performance monitoring of existing suppliers. · Support the management of supplier contracts, ensuring they are filed correctly and key dates (e.g., expiration, renewal) are tracked. Data Management & Reporting: · Maintain accurate and organized procurement files, records, and documentation. · Assist in tracking procurement metrics and KPIs, such as PO accuracy, on-time delivery, and cost savings. · Generate routine and ad-hoc reports on procurement activities and supplier status for management. · Help reconcile invoice discrepancies between POs, delivery receipts, and supplier invoices in collaboration with the Finance department. Operation Support: · Manage the operation team's shared email inbox and phone line. · Schedule and coordinate meetings with suppliers and internal stakeholders. · Prepare meeting agendas, presentations, and minutes as required. · Support the Service Record Quality and related Service administration · Assist on commercial operation e.g., Sales lead handling, Roll up preparation etc · Ad hoc assignment from Line Manager Qualifications & Experience Required: · Proven experience (2+ years) in an operation, administrative, coordinator, or support role, preferably within procurement, supply chain, or a related field. · Proficiency with Microsoft Office Suite (especially Excel for data analysis and Word for document creation). · Experience with an ERP system (e.g., SAP, Oracle, NetSuite) or procurement software. · High school diploma or equivalent required. Preferred: · Associate’s or Bachelor’s degree in Business Administration, Supply Chain Management, or a related field. · Familiarity with basic procurement principles and purchase-to-pay (P2P) processes. · Understanding of supplier management and contract administration. Skills & Competencies · Exceptional Organizational Skills: Ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines in a fast-paced environment. · Meticulous Attention to Detail: A keen eye for accuracy in data entry, document preparation, and order processing. · Strong Communication Skills: Excellent verbal and written communication skills for professional interaction with suppliers and colleagues. · Problem-Solving Aptitude: Ability to identify issues and proactively work towards a solution. · Discretion and Integrity: Ability to handle confidential and sensitive information with the utmost professionalism. · Team Player: Collaborative mindset with a willingness to support team goals. What We Offer · A competitive salary and benefits package. · Opportunities for professional growth and development. · A collaborative and supportive work environment. · Health insurance About Philips We are a health technology company. We built our entire company around the belief that every human matters, and we won't stop until everybody everywhere has access to the quality healthcare that we all deserve. Do the work of your life to help the lives of others. • Learn more about our business . • Discover our rich and exciting history . • Learn more about our purpose . If you’re interested in this role and have many, but not all, of the experiences needed, we encourage you to apply. You may still be the right candidate for this or other opportunities at Philips. Learn more about our culture of impact with care here .

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