Customer Order Specialist

Job Title:

Customer Order Specialist

For immediate consideration, please email your resume and interview availability to () ASAP today or tomorrow. I am conducting interviews this week and looking to hire immediately.

Job Description

The Customer Order Specialist plays a key role in managing customer orders from quote to delivery, ensuring accuracy, timeliness, and exceptional service. This position oversees order entry, tracking, and revisions, supports the team with system training, and collaborates closely with internal departments and vendors to resolve issues and keep projects on schedule. The role requires strong attention to detail, proactive communication, and a commitment to maintaining high standards of safety, quality, and customer satisfaction.

Responsibilities

+ Conduct ongoing system training sessions with team members to ensure consistent and effective use of order management tools.

+ Prepare and provide accurate, timely customer quotes in line with established pricing and service guidelines.

+ Process non-stock orders within 48 hours and handle all emergency orders, including creating and submitting spot buy purchase orders to vendors.

+ Monitor and update order status daily, ensuring past due orders and two-week look-ahead dates are reviewed and completed.

+ Perform daily sourcing activities to identify appropriate materials, suppliers, and solutions for customer needs.

+ Communicate upcoming projects and workload changes to the team to support planning and resource allocation.

+ Resolve accounts payable (AP) and accounts receivable (AR) issues related to customer orders in coordination with internal stakeholders.

+ Request, process, and document order revisions to maintain accurate and current order information.

+ Review open orders regularly to identify delays, discrepancies, or risks and take corrective action as needed.

+ Expedite material when necessary and ensure the team responds to customer inquiries within 45 minutes.

+ Work on OSD&D reports, documenting and addressing order shortages, damages, and discrepancies.

+ Track orders and maintain accurate records in the order management system and related documentation.

+ Complete and manage SMAA forms (vendor exception forms), including providing alternate materials for discontinued items.

+ Fulfill SQAD requirements (Safety Quality Assurance Documents) by obtaining necessary documents from customers for specific applications.

+ Collaborate with vendors and internal teams to support integrated supply solutions and maintain strong customer relationships.

Essential Skills

+ 1-3 years of experience in customer service and/or order management.

+ Proficiency in order entry, order processing, and order tracking within a business-to-business environment.

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Experience with account management and customer support, including handling inquiries and resolving issues.

+ Familiarity with Microsoft Office and strong general computer skills.

+ Demonstrated ability in problem resolution, including investigating and resolving AP and AR issues.

+ Strong follow-up skills and the ability to manage multiple open orders and priorities simultaneously.

+ Professional communication skills, both written and verbal, with a focus on customer service.

+ Self-motivated work style with the ability to work independently and as part of a team.

+ Attention to detail in maintaining accurate records, forms, and documentation.

+ Basic understanding of inventory-related processes and material sourcing.

Additional

Skills & Qualifications

+ Experience working in an industrial, utility, or distribution environment is beneficial.

+ Familiarity with safety products, PPE, industrial supplies, or electrical and gas distribution equipment is a plus.

+ Comfort working with integrated supply solutions and vendor exception processes.

+ Ability to adapt to busy periods and support additional workload when needed.

+ Strong organizational skills and the ability to prioritize tasks in a fast-paced setting.

+ Collaborative mindset and willingness to participate in team activities and events.

Work Environment

This is a full-time role with standard hours from 7:30 a.m. to 4:00 p.m., Monday through Friday, with…