Order Management Specialist

At Vintti, we understand the importance of real-time collaboration in today's fast-paced business environment. Our staffing solutions focus on connecting US companies with Latin American talent operating in compatible time zones. This strategic approach ensures that businesses can engage with their team members during regular office hours, facilitating immediate communication, swift problem-solving, and seamless project coordination.

An Order Management Specialist is responsible for overseeing the entire order fulfillment process from inception to delivery, ensuring that customer orders are processed efficiently and accurately. This role involves coordinating with various departments such as sales, warehousing, and logistics to maintain seamless operations and customer satisfaction. An Order Management Specialist handles order entry, monitors inventory levels, addresses discrepancies, and resolves any issues that may arise during the fulfillment process. They play a crucial role in optimizing order flow and maintaining the integrity and accuracy of order information.

- Bachelor's degree in Business Administration, Supply Chain Management, or a related field
- Proven experience in order management, logistics, or a similar role
- Proficiency in order management software and ERP systems
- Strong understanding of supply chain processes and inventory management
- Excellent organizational and multitasking abilities
- Strong attention to detail and accuracy
- Effective communication and interpersonal skills
- Ability to work under pressure and meet deadlines
- Problem-solving skills and the ability to resolve order-related issues promptly
- Proficiency in MS Office, especially Excel
- Understanding of CRM software and practices
- Ability to work collaboratively with cross-functional teams
- Knowledge of industry regulations and compliance standards
- Experience with process improvement methodologies
- Customer service orientation and skills
- Ability to handle sensitive and confidential information professionally
- Flexibility to adapt to changing business needs and priorities
- Strong analytical skills for data interpretation and reporting
- Willingness to participate in ongoing training and development activities
- Familiarity with forecasting and demand planning techniques

- Process and manage customer orders from receipt to fulfillment
- Verify order information for accuracy and completeness
- Coordinate with warehouse and shipping departments to ensure timely deliveries
- Update and maintain order tracking systems
- Communicate order status and updates to customers and internal stakeholders
- Resolve any order discrepancies or issues promptly
- Manage and update inventory records in coordination with the supply chain team
- Generate order and delivery reports for management
- Handle customer inquiries regarding order status, billing, and product availability
- Collaborate with sales and customer service teams to address and resolve customer concerns
- Ensure compliance with company policies and industry regulations
- Continuously evaluate and improve order management processes to enhance efficiency
- Process returns, refunds, and exchanges in accordance with company policies
- Verify product availability and allocate stock for orders
- Liaise with suppliers and vendors to manage backorders and special requests
- Maintain accurate records of customer interactions and transactions in the customer relationship management (CRM) system
- Prepare and review order documentation for accuracy and completeness
- Assist in forecasting and demand planning activities to manage inventory levels
- Provide support in the preparation of invoices and billing statements
- Participate in regular team meetings to discuss order management strategies and improvements

The ideal candidate for the Order Management Specialist role will have a Bachelor's degree in Business Administration, Supply Chain Management, or a related field, coupled with proven experience in order management or logistics. They will excel in using order management software and ERP systems, with a deep understanding of supply chain processes and inventory management. This candidate will be highly detail-oriented, ensuring accuracy in all aspects of their work, and will possess strong problem-solving skills to efficiently resolve order-related issues. Effective communication and interpersonal skills are essential for collaborating with cross-functional teams and providing excellent customer service. The candidate should be able to work under pressure, meet tight deadlines, and adapt to changing business needs and priorities. A customer-focused attitude, coupled with a strong service orientation and the ability to handle sensitive and confidential information with professionalism, is necessary. They should be proficient in MS Office, particularly Excel, and possess a solid understanding of CRM software and industry regulations. The ideal candidate will be a proactive, self-motivated individual with a continuous improvement mindset, willing to participate in ongoing training and development. Strong analytical skills for data interpretation and strategic thinking in supply chain processes are required, along with flexibility and a collaborative spirit to work effectively with diverse teams. This person will thrive in a fast-paced environment, bringing a high level of integrity and professionalism to the role, ensuring the seamless management of customer orders from receipt to fulfillment.

- Process and manage customer orders from receipt to fulfillment
- Verify order information for accuracy and completeness
- Coordinate with warehouse and shipping departments to ensure timely deliveries
- Update and maintain order tracking systems
- Communicate order status and updates to customers and internal stakeholders
- Resolve any order discrepancies or issues promptly
- Manage and update inventory records in coordination with the supply chain team
- Generate order and delivery reports for management
- Handle customer inquiries regarding order status, billing, and product availability
- Collaborate with sales and customer service teams to address and resolve customer concerns
- Ensure compliance with company policies and industry regulations
- Continuously evaluate and improve order management processes to enhance efficiency
- Process returns, refunds, and exchanges in accordance with company policies
- Verify product availability and allocate stock for orders
- Liaise with suppliers and vendors to manage backorders and special requests
- Maintain accurate records of customer interactions and transactions in the customer relationship management (CRM) system
- Prepare and review order documentation for accuracy and completeness
- Assist in forecasting and demand planning activities to manage inventory levels
- Provide support in the preparation of invoices and billing statements
- Participate in regular team meetings to discuss order management strategies and improvements.

- Detail-oriented with a high level of accuracy
- Strong problem-solving skills
- Excellent communication abilities
- Highly organized and able to multitask
- Effective under pressure with strong time management
- Customer-focused with a strong service orientation
- Team player with collaborative skills
- Adaptable to changing priorities and business needs
- Proactive and self-motivated
- Strong analytical and data interpretation skills
- Integrity and professionalism handling sensitive information
- Continuous improvement mindset
- Quick learner with a willingness for ongoing development
- Technologically proficient, especially in order management systems and MS Office
- Strategic thinker with a solid understanding of supply chain processes
- Experience working with cross-functional teams
- Ability to resolve order-related issues promptly and efficiently

- Competitive salary range based on experience and qualifications
- Comprehensive health, dental, and vision insurance plans
- 401(k) retirement plan with company matching contributions
- Paid time off (PTO) and paid holidays
- Flexible work schedule options
- Opportunities for career advancement and professional development
- Employee assistance program (EAP) for personal and professional support
- Tuition reimbursement program for continuing education
- Performance-based bonuses and incentives
- Life and disability insurance plans
- Health and wellness programs, including gym membership discounts
- Collaborative and inclusive work environment
- Regular employee recognition and appreciation events
- Company-sponsored training and certification programs
- Access to modern office facilities and technology
- Remote work opportunities (if applicable)
- Employee discounts on company products and services
- Free on-site parking and commuter benefits
- Casual dress code policy
- Supportive leadership focused on employee growth and development