Order Management Coordinator I (Finance)

Summary:

Responsible for ensuring accuracy in the order management process, including verifying order details, preparing correspondence, resolving customer/rep issues, and managing inquiries. This role also coordinates shipping schedules, prepares export documentation, provides freight/lead time quotes, and processes change orders.

Essential Duties and Responsibilities:

Order Management

• Manage quote status, confirmations, changes, and tracking in SAP and Cyberselect.
• Review contract documents and work with the contracts team to resolve discrepancies.
• Perform SAP transactions for orders, shipments, and returns.
• Review and validate Order Processing Level I output.

Customer & Sales Support

• Communicate order status, shipping details, lead times, and freight quotes clearly.
• Support sales representatives and channel partners with accurate and timely updates.
• Resolve customer/rep inquiries and complaints related to orders and shipments.

Shipping & Logistics

• Schedule and coordinate shipments with freight carriers.
• Prepare shipping, importing, and exporting documents in compliance with requirements.

Departmental Support

• Support any Key Performance Indicator (KPI) efforts of the OPD team.
• Build and maintain relationships with internal/external stakeholders (e.g., Sales, Reps, Carriers, Accounting, Engineering, Purchasing, Planning).

Order Entry & Processing

• Accurately enter order details, including:
  • Pricing (net, list, commission splits, partners, customer cards, tagging, product hierarchy, header information).
  • Product configurations and required options.
  • Supporting contract review documentation (PO, project info., credit application, etc.).
  • Shipping requirements (Pre-Pay & Add, customer-arranged freight, etc.).
• Manage Cyberselect queue and shared email inboxes for order processing using a First-In/First-Out (FIFO) approach.

General

• Additional duties as assigned, to ensure excellent customer service

Qualifications:

• Attention to Detail: Accuracy in order entry, documentation, and communication.
• Communication: Clearly conveys information to customers, reps, and internal teams.
• Problem Solving: Resolves order and shipment issues effectively.
• Collaboration: Works well with cross-functional teams.
• Customer Focus: Prioritizes customer satisfaction, responsiveness, and accuracy.
• Time Management: Prioritizes tasks and meets deadlines

Education/ Experience & Skills:

• High School diploma or general education degree (GED) or equivalent
• 1-3 years in order processing, customer service, or shipping/logistics.
• SAP experience preferred.
• Strong administrative, organizational, and computer skills.
• Proficiency with Microsoft Office (Word, Excel).
• Ability to work independently and manage priorities.