Business Support Specialist

Description:

Objective:

The Business Support Specialist provides administrative and operational support to customers and internal departments within an assigned territory to ensure the efficient execution of daily business activities. This role partners with multiple teams to provide the information, tools, and coordination needed to support customer service, sales operations, and warehouse activities.

In addition to core business support responsibilities, this role will assist the operations of the BVS veterinary pharmacy several hours per week. In this capacity, the Business Support Specialist supports the licensed pharmacist with medication preparation, inventory management, and prescription processing while ensuring compliance with all pharmacy regulations.

The BVS pharmacy is committed to improving the health and well-being of animals while maintaining the highest standards of safety, accuracy, and customer service.

Responsibilities:

Business Support Operations

• Coordinate with Inside Sales Representatives and Warehouse Managers to ensure customer orders, deliveries, and logistics are communicated and scheduled accurately.
• Serve as a resource for navigating the ERP system to locate orders, invoices, inventory, and allocations for internal teams.
• Act as the primary point of contact for inbound calls to corporate headquarters and route inquiries appropriately.
• Assist with order entry, invoicing, and management of customer portals.
• Maintain and update customer records, including documentation required for restricted product sales.
• Support promotional reporting and submission for BVS customer programs.
• Create and maintain operational training resources related to order entry, invoicing, and product information.
• Serve as a training resource for new hires within Warehouse Support and Inside Sales teams.
• Collaborate with Production leadership to support custom blend order entry, shipment coordination, and invoicing.
• Assist with customer issue resolution and maintain documentation of concerns or complaints.
• Support warehouse operations when needed, including receiving, order documentation, and inventory discrepancy resolution.
• Monitor backorders and assist in coordinating solutions to minimize customer delays.
• Provide backup support for territory customer service functions when required.
• Perform other related duties as assigned.

Pharmacy Support Operations

The Business Support Specialist will support pharmacy operations several hours per week while continuing to perform primary Business Support responsibilities.

• Assist the pharmacist with medication preparation, labeling, packaging, and refill processing.
• Maintain accurate pharmacy records for prescriptions, shipments, and inventory.
• Manage pharmacy inventory including stocking, cycle counts, lot tracking, expiration monitoring, and replenishment requests.
• Receive pharmacy inventory and verify quantities, quality, and documentation.
• Provide customer support for pharmacy-related calls and prescription inquiries.
• Operate pharmacy systems and equipment for prescription processing and data entry.
• Maintain a clean, organized, and safe pharmacy work environment.
• Ensure Safety Data Sheets (SDS) and required documentation are maintained and accessible.
• Follow all Standard Operating Procedures (SOPs) and comply with applicable state and federal pharmacy regulations.
• Complete required Continuous Quality Improvement (CQI) training and other compliance requirements.
• Perform other pharmacy-related duties as assigned.

Requirements:

Required Skills/Abilities:

• Strong verbal and written communication skills.
• Excellent organizational and time management abilities with strong attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong customer service orientation and problem-solving skills.
• Ability to work independently while collaborating effectively across departments.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and general office technology.
• Ability to learn ERP systems and pharmacy management software.
• Ability to handle confidential information with professionalism and discretion.

Education and Experience:

• High school diploma or equivalent.
• 2+ years customer service experience required; 3+ years preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.