Order Processing Specialist
About The Position
Do you thrive at the intersection of precision and momentum? Are you energized by keeping complex orders moving flawlessly from entry to shipment in a fast-paced, global environment? If you take ownership of details, understand the downstream impact of every transaction, and enjoy being the operational backbone that ensures customers receive exactly what they expect—on time and compliant, apply to our Order Processing Specialist and start playing a critical role in delivering operational excellence and an exceptional customer experience! The Order Processing Specialist is responsible for the processing of all customer Sales Orders, Customer Invoices and Credit Memos. The Order Processing Specialist has great customer service skills, pays close attention to detail and manages time and tasks efficiently.
Requirements
- Two-year AA degree and three years of order processing and/or shipping experience
- Possesses a solid understanding and working knowledge of SAP (order management, order actions, order administration and invoicing) and has the ability to manage the daily business needs
- Excellent computer skills, including use of Microsoft Outlook, Word and Excel
- Ability to communicate clearly and effectively in a professional manner at all levels in & outside organization
- Knowledge and experience with Shippers Letter Instructions, Shippers Export Declarations, Letters of Credit, and Cash Against Documents.
- Ability to quickly separate the mission-critical tasks from the lower priority tasks; focuses on the most value-added projects of the day or week
- Flexible, with a positive attitude and passion for knowledge
- Effective organizational skills with the ability to successfully manage multiple projects at once
Nice To Haves
- Associates or Bachelor’s Degree
- Experience in a manufacturing environment
- Experience with export compliance
Responsibilities
- Processing Customer Instrument and Parts Sales Orders, Lab Analysis Service Orders, Loan Orders, Return Orders, and Credit Memos in SAP
- Reviewing customer purchase orders for completeness and following up with customers for any missing documentation, or clarifications
- Processing payment paperwork such as LC's and CAD orders, if required and communicate with US sales subsidiary regarding credit card transactions
- Creating Customer Accounts in local SAP, as required
- Processing Order Confirmations for distribution to customers
- Maintaining customers profiles to track exceptions to how their orders are to be shipped and communicate with other internal departments on changes to shipping requirements
- Updating and maintaining comments on customer orders in the header text in SAP to keep other departments current on status of payments and export compliance in order to ship goods
- Uploading order related documents into SAP – SLI’s, LC’S, Flow Charts, Background information sheet, special discount approval
- Reviewing open orders report daily and coordinating the timing to print pick lists and labels for instrument and parts orders, as well as following up on displayed inventory shortages with the production team
- Managing consolidation of shipments by country, as requested, and coordinating all paperwork
- Reviewing delivery date change requests from Production Planning, communicating with Customers regarding delivery delays, and processing revised order confirmations, if required
- Invoicing customers once required by individual order incoterms
- Processing debit notes for freight charges, and maintaining a log
- Perform export compliance reviews of customers and maintain appropriate export documentation
- Apply for export license, if applicable
- Process AES filing for orders and proformas requiring it to ship via courier
- Request quotes from freight forwarder, if required
- Responding to carrier requests for information
- Processing free trade agreement certificates and any additional documents for shipments as per customer requests
- Responding with appropriate detail to customer inquiries pertaining to order information/status, product availability, and/or the plan of action to support customer requirements and on time delivery
- Forwarding airway bills to customers as required
- Guiding, instructing and assisting coworkers regarding proforma invoices for shipments outside of sales orders.
- Ensuring compliance as appropriate with US Export Administration Regulations, and reporting any deviations to Compliance Officer or Administrator
- All other duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
