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Order Management Clerk

Order Management Clerk

Center for Responsive SchoolsTurners Falls, MA, US
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Join Our Team at Center for Responsive Schools!

Turners Falls, MA | Full-Time, In-Office | Monday Friday, 8 : 00 A.M. 4 : 30 P.M.

Position : Order Management Clerk

Department : Finance Reports To : Director of Finance

About Center for Responsive Schools

Center for Responsive Schools (CRS) is a nonprofit educational organization whose mission is to develop social and emotional learning programs and services for educators and students around the world.

At CRS, we believe in creating a workplace that reflects the principles we teachcollaboration, inclusion, continuous learning, and a commitment to making a positive impact in education. If you're looking for a place where your work truly makes a difference, you'll fit right in here.

Position Summary

The Order Management Clerk is a key member of the Accounts Receivables team. This position manages the entire customer transaction processfrom order placement to delivery, invoicing, fulfillment, and returnsfor products and curriculum service contracts, website orders, and reseller transactions.

This role ensures efficient and accurate processing of all orders, timely fulfillment, proper invoicing, and responsive customer service. The Order Management Clerk also supports the AR Staff Accountant with monthly reporting, budgeting, and finance manual updates, and serves as a back-up for the Accounts Payable Clerk.

Major Responsibilities

Order Management, Invoicing, and Fulfillment

  • Ensure all sales orders are accurate and adhere to specific pricing and terms prior to fulfillment.
  • Verify invoices include all required seller, buyer, and transaction details.
  • Work with AR Staff Accountant to develop a fulfillment calendar for Advertised Institutes; complete order management and expense allocation on schedule.
  • Complete order management, expense allocation, and fulfillment for service contracts within 24 work hours of sales order.
  • Complete order management, invoicing, and fulfillment for retail orders (website, fax, or email) within 24 work hours of receipt.
  • Monitor the book order email and phone lines; process each order within 2 hours of receipt.
  • Post invoices after shipment to recognize sales revenue for prepaid or paid retail orders.
  • Post customer payments to clear balances in the general ledger.

Reseller Order Management

  • Process and fulfill reseller orders within 24 hours of receipt.
  • Monitor major reseller portals (e.g., Amazon, Ingram) daily and respond to actions as needed.
  • Communicate with resellers and provide accurate updates to supervisor.
  • Demonstrate proficiency in using and reporting from reseller portals.
  • Provide prompt, professional responses to reseller inquiries by phone or email.

    • Customer Service

  • Respond promptly and professionally to customer and reseller inquiries.
  • Ensure no customer waits more than 24 hours for a response; escalate as needed.
  • Prepare requests for refunds, replacements, or credits according to policy.

    • Inventory Management and Reporting

  • Monitor and report on product inventory levels weekly; coordinate with supervisor as needed.
  • Support AR Staff Accountant in annual physical inventory and depreciation reporting.
  • Make NetSuite inventory adjustments as directed.
  • Coordinate with IT technician on annual asset inventory.
  • Maintain accurate product listings and work with the Website Coordinator to ensure listings are current.
  • Run monthly Cost of Goods and related reports.
  • Communicate regularly with shipping and storage vendors to manage inventory, fulfillment, or returns.

    • Other Responsibilities

  • Support AR Staff Accountant in maintaining finance manual, monthly reporting, and budget development.
  • Serve as the first point of contact for Accounts Receivable calls and as back-up to the Accounts Payable Clerk.
  • Perform other duties as assigned.

    • Work Qualifications and Expectations

  • Associate's degree in accounting or related field preferred; or high school diploma with 2+ years' experience in a finance department or as a finance clerk.
  • Proficiency in NetSuite or ability to achieve proficiency within 60 days.
  • Completion of NetSuite SuiteFoundation training within first 45 days and certification within 180 days of employment.
  • Completion of AP / AR training within 90 days to one year of employment.
  • Strong Excel skills; proficiency in MS Word and Google Suite. Experience with Salesforce a plus.
  • Excellent written and verbal communication skills with a growth mindset and collaborative approach.
  • High attention to detail and accuracy.
  • Ability to stay focused and efficient amid interruptions.
  • Professional, collegial, and accountable disposition.
  • Commitment to CRS's mission, vision, and values, including respect for diversity and inclusion.
  • Ability to work in a collaborative, open office environment.
  • Regular and reliable attendance required.

    • Physical Requirements

  • Ability to use a computer, phone, and video conferencing for up to 8 hours per day (with breaks).
  • Ability to lift up to 50 pounds occasionally.

    • Why Join CRS?

    At CRS, you'll join a mission-driven team that supports educators and students across the globe. We offer :

  • Competitive salary and comprehensive benefits
  • A culture that values curiosity, collaboration, and continuous learning
  • Opportunities for professional growth and advancement
  • The chance to make a meaningful difference every day
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