20513 – Customer Order Specialist

Published
October 26, 2022
Location
Gaithersburg, MD / Hybrid
Category
Job Type
Compensation
$70K + 5% Bonus
Job ID Number
20513

Description

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.

 

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