Jr Order Management Specialist

Mission: The Junior Order Management Specialist supports the accurate and timely processing of customer orders, from order receipt through release to Distribution Center Operations. This is an entry-level position. Training is provided on D365, EDI processing, customer requirements, and Order Management procedures, with responsibility increasing as experience is gained.

Key Result Areas

• Order Processing & Release: 60%
• EDI Exceptions & Order Data Maintenance: 20%
• Returns & Reporting: 10%
• Cross-Functional Support: 10%

Position Requirements

Education/Experience:

• High school diploma or equivalent required; college coursework or degree preferred.
• Office, administrative, customer service, or data entry experience preferred.
• ERP, EDI, or order management experience is a plus.

Skills/Knowledge/Ability:

• Strong attention to detail and accuracy.
• Organized, with the ability to manage multiple priorities in a fast-paced environment.
• Clear written and verbal communication.
• Follows established procedures and recognizes when to escalate.
• Basic analytical and problem-solving skills.
• Works effectively independently and as part of a team.
• Proficient with Microsoft Office, particularly Excel and Outlook.
• Willingness to learn Microsoft Dynamics 365 and other business systems.

Authority:

• Reports to the Manager of Order Management.
• Escalates any issue requiring customer input, approval, or a business decision.

Key Result Areas and Activities

Order Processing & Release (60%)

• Enter EDI and manual customer orders in D365 following established procedures.
• Verify orders for items, quantities, pricing, case packs, ship dates, and cancel dates.
• Enter manual orders within 24 hours of receipt.
• Check inventory availability and flag potential shortages to Order Management and Supply Planning.
• Prepare orders at least 60 days ahead of the ship date, and earlier when inventory allows.
• Release orders to Distribution Center Operations once requirements are met, no later than seven business days before the ship date.
• Do not release an order after the customer cancel date.
• Support customer-requested ship date and quantity changes following established procedures.
• Monitor assigned orders and follow up on outstanding information or issues.

EDI Exceptions & Order Data Maintenance (20%)

• Research and resolve EDI exceptions that prevent orders from entering D365.
• Maintain Customer and Item Cross References.
• Update Ship-To addresses and other routine order-related master data.
• Escalate EDI or system issues that cannot be resolved through established procedures.
• Assist with maintaining approved Customer Trade Agreements.

Returns & Reporting (10%)

• Process customer returns following established procedures, confirming approval before entry.
• Provide the return number to the account and the warehouse, and track the return to completion.
• Prepare routine reports, including Open Order, Invoice, Fill Rate, Cancelled Order, and Customer Order Status.
• Provide order status and shipment tracking information as requested.

Cross-Functional Support (10%)

• Work with Sales, Supply Planning, Allocation, Distribution Center Operations, Finance, Transportation, and IT/EDI Support.
• Communicate shortages, delays, and other customer-impacting issues to the appropriate team member.
• Maintain accurate order records and supporting documentation.
• Perform other Order Management duties as assigned.

Growth Path

This position is designed to develop into a full Order Management Specialist. As experience is gained, the incumbent is expected to take on:

• Independent ownership of an assigned set of customer accounts.
• Direct coordination with Sales on order changes, substitutions, and short shipments.
• Resolution of credit, pricing, operational, and system holds.
• Service level monitoring, including OTIF, past due orders, and order cycle time.
• Closeout and blanket order management.