Business Operations Administrator/Specialist

Applied Medical • Rancho Santa Margarita, CA

3d • $28 - $34

About The Position

The Business Operations Administrator or Specialist supports Applied Medical's commercial operations by managing distributor and hospital-owned warehouse sales trace data, maintaining field team infrastructure, and driving accuracy across pricing, rebate, and chargeback processes. This role works within the Business Operations team to ensure data integrity in SAP, support agreement implementation, and contribute to ongoing process improvement initiatives. The Business Operations Administrator or Specialist partners closely with internal teams including Pricing, New Accounts, and the United States Field Implementation Team (US-FIT) to resolve discrepancies, maintain organizational data, and support the field with company device distribution. This position is available at the Administrator and Specialist levels, with placement determined by experience and qualifications. Professionals with backgrounds in sales operations, distributor management, data administration, or commercial operations support will find this role a strong fit.

Requirements

• Highly organized with strong attention to detail and the ability to manage a high volume of data accurately across multiple systems and deadlines.
• Proven ability to multitask, prioritize daily workload, and follow through consistently on open items.
• Excellent written and verbal communication skills with experience responding to inquiries from both internal team members and external customers.
• Working knowledge of the Microsoft Office suite, with strong proficiency in Microsoft Excel for data analysis, reporting, and reconciliation tasks.
• Familiarity with data entry, audit processes, and operational reporting in a commercial or distributor-facing environment.
• Enthusiasm for continuous improvement, with an interest in identifying opportunities for automation and process efficiency.

Nice To Haves

• Experience with SAP, including data entry, cost center maintenance, and organizational hierarchy management.
• Familiarity with Electronic Data Interchange (EDI) processes and distributor operations within a medical device or healthcare environment.
• Experience supporting field sales teams with operational or administrative needs, including device management or organizational tracking.
• Exposure to chargeback reconciliation, rebate management, or distributor agreement administration.

Responsibilities

• Enter and audit distributor and hospital-owned warehouse sales trace data into SAP, ensuring accuracy and resolving discrepancies in coordination with the Pricing team and external distributors.
• Manage chargeback reconciliations for applicable distributors and support the Associate Manager, Business Operations with agreement negotiations and analyses.
• Audit daily Electronic Data Interchange (EDI) transactions and distribute daily EDI monitoring reports to applicable internal teams.
• Audit distributor rebates, confirm rebate amounts with distributors, and generate monthly and quarterly sales tracing fee reports.
• Generate and analyze monthly warehouse and distributor inventory reconciliation reports, and research and resolve third-party distribution and gray market issues.
• Maintain sales trace checklists, desk procedures, and overviews, and update US-FIT and Canada-FIT team member status changes, organizational charts, and cost center hierarchies in SAP.
• Coordinate distribution of company devices, including cell phones and laptops, for US and Canada-FIT teams, and assist with resolving issues related to missing or damaged devices.
• Support ad hoc long-term projects, including AM Canada collections and Scrub PO collections, by assisting with defining, documenting, implementing, and presenting processes.
• Identify opportunities to implement artificial intelligence (AI) and automation into ongoing processes to improve efficiency and reduce manual effort.

Benefits

• Competitive compensation range: $28 - $34. / hour or up to $72,000 / year based on experience (California)
• Comprehensive benefits package.
• Training and mentorship opportunities.
• On-campus wellness activities.
• Education reimbursement program.
• 401(k) program with discretionary employer match.
• Generous vacation accrual and paid holiday schedule.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed