ROLE DESCRIPTION

Reporting to the Sales Operations Manager, the Special-Order Specialist is responsible for the procurement of Special order and customized products. They will be responsible for maintaining log of open orders, executing PO’s and import paperwork in a timely fashion, and coordinating and communicating with the Sales team, Sales Operations, and Purchasing teams. The ideal candidate must be able to multi-task and prioritize multiple projects in a busy environment accurately, efficiently, and with a high level of attention to detail. They must be able to balance and satisfy competing deadlines while maintaining professionalism under pressure and in sensitive and difficult situations.

RESPONSIBILITIES

• Receives and responds to questions and requests from the Sales team to support specific customer requirements regarding Special Order Items and deliveries.
• Monitors Special Orders from Sales Team.
• Maintaining Logs and Records for all orders.
• Evaluate the process for improvements, create improvement plans, and work with cross-functional teams to implement process improvements.
• Communicates effectively with the Sales team to ensure expectations are met.
• Identifies Stock Overages and Shortages and works to craft a solution for the benefit of both the customer and AUI.
• Issues and enters purchase orders into the system for Special Order, Customized and Personalized orders
• Follows up with suppliers and vendors on the delivery date to insure on-time deliveries.
• Reviews all order confirmations for accuracy and compliance with agreed terms & conditions, quantities, prices etc.
• Audits warehouse scans against Purchase Order and Vendor invoices or confirmation, posts receiving, and submits PO/invoice pouches for approval according to company guidelines.
• Communicates and corrects variances with Receiving Teams.
• Communicates discrepancies with vendors and requests credit notes.
• Files product claims with vendors in cooperation with QA department.
• Approves and submits product invoices for accounting.
• Assures all discounts are received in accordance with Vendor agreements.
• Issues purchase orders and submits to suppliers.
• Communicates shipping requirements and notifies transportation partners.
• Seeks approval for any deviation from existing routing instructions.
• Coordinate inbound logistics in cooperation with VP Supply Chain / Logistics Analyst.
• Keeps arrival dates up-to-date and acts on shipment delays. Enters updated arrival and availability dates in IT system and communicates such dates within the organization.
• Manages response to damage.
• Sets up new Vendor / new Items according to I.T. Format.

QUALIFICATIONS AND SKILLS

• Bachelor’s Degree or equivalent in Business Administration or related majors.
• Minimum of 3 years of Sales, Customer Service, or Procurement experience with at least 1 year of Procurement experience.
• Highly proficient in Excel.
• Keeps a good working knowledge of GP and CRM.
• Strong communication and interpersonal skills with the ability to interact with, assist and support the rest of the team.
• Excellent attention to detail and analytical skills.
• Ability to manage and prioritize various projects and priorities.
• Project Management software knowledge a plus.