Operations Specialist

Job type Permanent
Salary
Reference 54239

Position: Operations Specialist – Japan

Department: Supply Chain
Location: Japan
Employment Type: Permanent
Reports to: Quality Manager, Japan

Position Overview

This role supports operational and quality management activities for the company’s Japanese market operations. The position focuses on ensuring accuracy in customer quality claim processing, data management, and coordination across departments to maintain a high standard of service and operational efficiency. The role also contributes to performance tracking, continuous improvement, and maintaining strong relationships with internal and external stakeholders.

Key Responsibilities

1. Quality Claims Management

  • Validate and approve customer quality claims promptly and accurately, ensuring compliance with internal approval criteria.

  • Record and track all approved and exceptional claims within the system, maintaining proper documentation.

  • Apply management oversight for exceptional or complex claim cases.

2. System and Data Administration

  • Manage data flow and system operations related to quality claims.

  • Ensure accuracy, consistency, and timely transmission of information to relevant stakeholders.

  • Serve as a key contact for issue resolution and enhancements within the quality claims system.

3. Customer Support for Claims

  • Act as the primary contact for all customer inquiries related to claims documentation and resolution.

  • Provide updates, resolve issues, and facilitate communication between customers and internal departments.

4. Operations and Data Reconciliation

  • Process customer invoices accurately and efficiently.

  • Verify and reconcile shipment data in SAP or similar systems.

  • Manage and reconcile stock and inventory records, including terminal stock and vessel contents.

  • Maintain error-free master data within operational systems.

5. Cross-Functional Collaboration

  • Work closely with teams in Finance, Sales, Quality, and Supply Chain to ensure smooth coordination of operational activities.

  • Foster a culture of shared accountability and continuous improvement.

  • Challenge assumptions and contribute to data-driven decision-making.

6. Performance Monitoring and Process Improvement

  • Support the development and tracking of performance metrics and scorecards.

  • Conduct root cause analysis and drive corrective action plans for operational issues.

  • Lead and implement initiatives to enhance process efficiency and accuracy across claims and operations workflows.

Qualifications

  • Bachelor’s or Master’s degree in Business, Supply Chain, or Logistics (preferred).

  • 6–8 years of experience in supply chain, logistics, or quality management in any industry.

  • Strong proficiency in English (TOEIC 700+ preferred).

  • SAP experience preferred but not required.

  • Advanced Excel skills (pivot tables, macros, charts, and data analysis).

Core Competencies

  • Collaboration: Builds effective, cooperative teams and manages conflicts constructively.

  • Results Orientation: Demonstrates accountability and focus on achieving measurable outcomes.

  • Adaptability and Innovation: Open to change and proactive in identifying and implementing process improvements.

  • Customer Focus: Ensures high service quality and responsiveness to both internal and external stakeholders.

  • Communication: Conveys information clearly and persuasively to diverse audiences.

  • Decision-Making: Gathers and analyzes data from multiple sources to make sound, informed decisions.