Order Management Specialist

POSITION SUMMARY :

With minimum supervision, responsible for administrative duties of broad scope and complexity requiring independent judgment and familiarity with applicable procedures. Effective interpersonal, verbal, and written skills; versatile to interface at all levels of the organization.

RESPONSIBILITIES

• Following established procedures, perform a variety of Back Office administrative responsibilities.
• May be required to perform some or all the following :
• Administers and process customer purchase orders by reviewing Customer Service Administrators’ flow down instructions for product requirements to existing terms and conditions of purchase orders or maintenance agreements.
• Establishes and maintains relationships with customer facing teams through courteous and efficient servicing of customer requests. Maintains regular communication with customer facing teams and responds to external customer service issues.
• Prepares, and submits correspondence in response to customer requests. Maintains an appropriate level of confidentiality regarding customer and company matters
• Generates and process of standard spares quotes in a timely manner and coordinates with price estimating. Reviews pricing for reasonableness, submits quotations / proposals for customer review
• Coordinates with various functions of the company (e.g. Customer Service Administrators, quality, shipping / receiving, accounting, Account Managers, planning and shop personnel) on customer issues. Prioritizes requests and commits to reasonable production and / or provisioning lead-time.
• Enter and manipulate data on spreadsheet, data base or file management programs and perform a broad range of typing projects with high degree of accuracy and speed.
• Manages customer portals, including downloading purchase orders, updating purchase order status, and expedite requests
• Set priorities and procedures for accomplishing work. May be required to delegate portions to others or help and support to others.
• Collect data, conduct research, and compile information using a variety of mathematical calculations for a broad range of reports and projects.
• Conduct inquiries into specific problems, such as delays, to ensure objectives are being met.
• Communicate potentially negative situations to management in a constructive manner.
• Read mail, highlight action or important items, attach relevant files or information before distributing. Respond to routine correspondence or draft routine responses for review and signature.
• Ability to accurately type 55 wpm, where applicable. Personal computer skills required.

JOB REQUIREMENTS :