Equipment Coordination Specialist, Dental

Job Overview

The Equipment Coordination Specialist will be responsible for managing the post-order procurement process for dental equipment and supplies and ensuring the team is tracking toward the quarterly/annual Risk and Opportunity (RO) targets. This role supports the respective district(s) by ensuring installations are coordinated internally and externally in accordance with our policies and procedures to facilitate the timely delivery and installation of dental equipment.

Key Responsibilities

• Manages the entire district installation process by working with the District Managers and Sales Representatives to determine appropriate installation dates and ensure all projects are current and on track with quarterly/annual RO. Leads the coordination of any installation date changes that may occur during the planning process.
• Ensures all preparation is completed prior to the start of weekly Equipment Planning Meetings (EPMs), including 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, prepares for and leads all EPM for respective assigned district(s) to ensure equipment racking/anticipated arrivals and customer scheduling are transparent and seamless throughout the last-mile portion of the installation process.
• Completes 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.
• Manages 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. Handles escalations to ensure the return process is properly executed.
• Processes all orders submitted by Sales as delayed deliveries and validates that delayed deliveries meet all financial documentation requirements. As delayed deliveries come due, ensures documentation is prepared and completed prior to quarter end.
• Communicates directly with Equipment Specialists on a weekly basis to ensure alignment with order status and forecasted projections/commitments.
• Ensures orders that were approved on an exception basis for RPOs have credit approval in place no later than 30 days before the 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 Technicians and local management for revenue recognition.
• Acts as back up for colleagues in other markets.
• Other duties and special projects as assigned.

Specific Knowledge & Skills

• Microsoft Office: Microsoft Word, moderate to advanced Excel knowledge and Power Point.
• Knowledge of and the ability to learn general database applications.
• Exceptional communication and organizational skills.
• Ability to learn company software and systems, including project management tools
• Understand and act on financial information that may contribute to business profitability
• Project management skills to drive business results and an understanding of industry practices and company policies and procedures.
• Strong decision making, analysis and problem-solving skills with ability to multi-task.

General Skills & Competencies

• Good understanding of industry practices
• Proficient with tools, systems, and procedures
• Basic planning/organizational skills and techniques
• Good decision making, analysis and problem solving skills with ability to multi-task
• Good verbal and written communication skills
• Good presentation and public speaking skills
• Good interpersonal skills
• Basic conflict resolution skills
• Developing professional credibility