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Order Management Specialist
2 months ago
Position Summary:
The Order Management Specialist is responsible for reviewing, analyzing, and interpreting incoming sales orders across a diverse range of company offerings. This role involves clarifying ambiguous terminology and rectifying any missing or incorrect information within orders. The specialist will edit and modify orders to facilitate timely processing and will engage with order sources to resolve discrepancies.
Key Responsibilities:
- Confirm and acknowledge customer orders.
- Input orders into the system accurately.
- Review customer contracts for compliance and accuracy.
- Maintain and reconcile order portals.
Additional Duties:
- Support Customer Service Representatives in fulfilling customer inquiries.
- Assist customers in placing orders via phone or fax, entering them directly into the ERP system.
- Manage customer data files efficiently.
- Prepare various documents including letters, quotes, and reports.
- Scan and review Purchase Order documentation.
- Notify customers proactively about any delays in order processing and request changes in delivery.
- Conduct data entry and analysis in multiple formats.
- Ensure all procedures, forms, and documentation are maintained properly.
- Handle Purchase Order entries, modifications, and customer scheduling adjustments in collaboration with relevant departments.
- Compile data for premium or cancellation charges for Customer Service Representatives.
- Process Return Merchandise Authorization (RMA) documentation.
- Maintain a positive and professional demeanor when interacting with customers.
- Analyze data and provide ongoing reports using statistical techniques.
- Develop and implement data management systems and strategies to enhance efficiency and quality.
- Acquire and maintain databases from various data sources.
- Identify and interpret trends or patterns in complex datasets.
- Review reports and performance indicators to correct data issues.
- Collaborate with management to prioritize business needs.
- Identify opportunities for process improvements.
- Prepare various forms of communication, including letters and reports, from drafts or verbal instructions.
- Compile and summarize data from diverse sources, performing necessary calculations as needed.
- Maintain organized files and assist in retrieving information as required.
- Implement a follow-up system for reports needing periodic action.
- Utilize standard office equipment such as computers, printers, and fax machines.
- Respond to inquiries from the public and other companies regarding general information.
- Perform other related duties as assigned.
Cross-Functional Training Opportunities:
- Customer Service Representative II
- Sales Correspondent
- Inside Sales Representative
Supervisory Responsibilities: None.
Required Skills and Experience:
- High school diploma or equivalent required.
- Minimum of 5 years of experience in Customer Service.
- Proficient in keyboarding and navigating Windows applications.
- Professional and courteous demeanor with excellent communication skills, both written and verbal.
- Strong organizational skills and sound telephone etiquette.
- Proven experience as a data analyst or business data analyst.
- Exceptional analytical skills with attention to detail and accuracy.
- Skilled in query writing, report generation, and presenting findings.
Physical Requirements: The physical demands of this position require regular communication and the ability to stand, walk, and use hands for various tasks. The role may involve exposure to a production environment, and company lifting limitations will apply. Specific vision abilities required include close vision and the ability to adjust focus.
