Order Management Specialist

Location: Port Washington

Job Description

Summary:

The Order Management Specialist supports the end-to-end order management process for domestic and international customers, ensuring purchase orders are processed accurately, efficiently, and in alignment with customer and retailer requirements. This role partners closely with Sales, Demand Planning, Purchasing, Global Logistics, Finance, IT/EDI, and Warehouse teams to monitor order status, resolve discrepancies, support fulfillment, and maintain strong service levels. The ideal candidate is detail-oriented, organized, collaborative, and able to manage multiple priorities in a fast-paced environment while supporting process improvement and operational excellence.

Job Description:

Position Overview The Order Management Specialist is responsible for supporting accurate and timely execution of customer orders from receipt through fulfillment and invoicing. This position plays a key role in ensuring order accuracy, customer satisfaction, retailer compliance, and cross-functional alignment across Sales Operations and related business teams.

This role requires strong attention to detail, clear communication, follow-through, and the ability to proactively identify and resolve order-related issues before they impact customers or internal service levels.

Key Responsibilities Order Management & Processing Manage customer purchase orders from receipt through order entry, fulfillment, invoicing, and follow-up.

Process EDI and manual orders in SAP while validating customer, item, ship-to, pricing, delivery date, and quantity details.

Review orders for errors, discrepancies, item blocks, delivery blocks, pricing issues, pack quantity requirements, and customer-specific compliance needs.

Monitor open orders and coordinate timely order release to the appropriate warehouse or distribution center.

Partner with internal teams to address shortages, allocation updates, backorders, shipping constraints, and revised delivery requirements.

Maintain accurate documentation of order activity, customer instructions, and follow-up actions.

Customer & Retailer Support Serve as a point of contact for customer, sales, and internal inquiries related to order status, shipping updates, product availability, fulfillment timing, and operational issues.

Support major retailer and customer requirements, including compliance expectations, routing instructions, ASN/invoice considerations, order acknowledgements, and required documentation.

Communicate clearly and professionally with internal and external stakeholders to resolve issues and support customer satisfaction.

Cross-Functional Collaboration Work closely with Sales, Demand Planning, Purchasing, Global Logistics, Finance, IT/EDI, Customer Service, and Warehouse teams to support accurate and complete order execution.

Escalate potential risks, delays, shortages, or discrepancies in a timely manner with clear ownership and recommended next steps.

Assist with new customer onboarding and support operational readiness before initial purchase orders are processed.

Support allocation reviews and order alignment activities by preparing clean order data and communicating updates to applicable teams.

Reporting, Analysis & Documentation Generate and maintain reports using SAP, Excel, customer portals, and internal tracking tools as needed.

Analyze order trends, recurring issues, compliance concerns, or process gaps to support continuous improvement.

Maintain accurate records, order notes, trackers, and documentation to support visibility, audit readiness, and team coverage.

Support Sales Operations KPI tracking related to order timeliness, accuracy, service levels, and customer compliance.

Process Improvement & SOP Support Identify opportunities to reduce manual work, improve order visibility, and strengthen process controls.

Assist with SOP updates, training documentation, and process standardization across Sales Operations workflows.

Participate in ad-hoc projects and operational initiatives that support team efficiency and scalable growth.

Benefits Premium Medical Insurance Coverage
401(k) Savings Plan Paid Time Off (PTO) based on seniority

Paid Holidays Additional Workplace…