Data Entry & Lifecycle Specialist

Come join our team!
$1,000 Retention Bonus (after 1 year)
Paid Time Off
11 Paid Holidays
Eligible to participate in the 401(k) Plan 
Competitive Benefits

MPS, a division of Macmillan Publishers, a leading US publisher of Trade and Academic titles, has a job opening for a Data Entry & Lifecycle Specialist in our Gordonsville facility. MPS provides back office support, warehousing, and, fulfillment for Macmillan US, and is their primary distribution facility for North America.

Purpose of the Role: As a Data Entry & Lifecycle Specialist, you will be a vital member of our team, utilizing your advanced Excel skills, data analysis, and meticulous attention to detail to ensure accurate entry and management of data across the accounting, procurement, and materials management lifecycle. Your role will involve Data Entry, and maintaining precise records of various department codes, expenses, inventory, and lifecycle changes. Your commitment to accuracy, confidentiality, and ability to manage data-related tasks with precision will contribute to the seamless operation of our organization.

Key responsibilities/tasks:

Data Accuracy and Management:
•Demonstrate exceptional knowledge and attention to detail in all tasks, especially while managing data associated with department codes, expense codes, capital numbers, model numbers, serial numbers, and other critical identifiers.
•Ensure accurate and error-free documentation throughout the accounting and procurement lifecycle.
•Oversee a comprehensive lifecycle management program consistently updating the database to reflect changes in lease numbers, replacements, and other relevant data points.
•Maintain tracking of equipment to repair under warranty, and replacement ensuring that repairs are done in a timely manner and equipment is returned and recorded into the lifecycle management program.
•Employ your strong Excel skills to enter, validate, and transform raw data into a structured format suitable for analysis
•Collaboration with all cross-functional teams to ensure data integrity throughout the procurement lifecycle.
•The ability to develop, comprehensive reports, dashboards, and visualization using Excel’s tools (pivot tables, charts, and graphs) to effectively communicate analytical results.

Inventory Tracking, Barcode Scanning, Lifecycle Management, and Database Updates:
•Identify and track incoming materials with barcodes, utilizing accurate scanning techniques to record detailed information into spreadsheets or databases.
•Maintain a meticulous record of inventory levels and changes, ensuring data integrity.

Physical Requirements:
•Occasionally handle physical tasks, such as lifting items weighing up to 50 lbs., for purposes like identifying incoming stock or shipping out defective parts.

Destruction Coordination and Documentation:
•Coordinate the disposal of materials, including coordination with destruction services, transportation arrangements, and accurate documentation.
•Utilize tools such as DocuSign and electronic filing to ensure proper documentation and process adherence.

Recycling and Financial Processing:
•Code and process incoming checks for recycled materials, such as paper, plastic, and batteries.
•Maintain accurate records for annual reporting, contributing to our sustainability efforts.

Supplier Data Management:
•Upload new supplier information into the corporate accounting system, ensuring accuracy and confidentiality.
•Complete required documentation, including the Macmillan Finance questionnaire, W-9 forms, Insurance, and banking information.

Invoice Processing and Verification:
•Match incoming invoices with packing slips, Purchase Orders (POs), and Statements of Work (SOWs).
•Input department and expense coding into relevant systems (SAP/XFlow), identifying and addressing discrepancies.
•Coordination with cross-functional teams for invoice approval and meeting required dates of release for normal and special payments.

Telephone Etiquette and Support:
•Display excellent telephone etiquette and provide coverage for the switchboard during breaks and lunches.
•Support other departments in times of need, maintaining a high level of professionalism and efficiency.

Remote Work and Warehouse Support:
•Offer remote work support, if applicable and pre-approved, for tasks requiring reliable high-speed internet.
•Provide assistance to the warehouse function, adhering to specific guidelines set by the Procurement Manager.

Essential Skills:

•High attention to detail and accuracy, especially when dealing with complex data and critical identifiers.
•Proven proficiency in Microsoft Excel, including advanced functions and formula creation.
•Strong organizational skills and the ability to manage multiple tasks while maintaining accuracy.
•Physical ability to occasionally lift up to 50 lbs.
•Excellent communication skills, both written and verbal.
•Experience with database management, Data Entry, and document coordination.
•Understanding of procurement and accounting processes is a plus.
•Flexibility to support other departments and functions as needed.
•Ability to maintain confidentiality and handle sensitive information appropriately.

Physical requirements: Requires periods of close concentration; must be able to multi-task, must be able to lift 50 lbs, must be able to sit for long periods, must be able to concentrate in noisy/busy environment; work overtime as needed.

We are an Equal Opportunity Employer. We are actively seeking job applicants who reflect a broad representation of differences, including race, ethnicity, religion, sex, sexual orientation, gender Identity/expression, physical ability, neurodiversity, age, family status, economic background and status, geographical background and status, and perspective. We believe that the best companies reflect the incredible diversity in viewpoints, backgrounds, and identities of the world in their staffs, and are committed to inclusive hiring across departments and levels. The successful candidate for this position will be an employee of MPS.