Operations Specialist

ZEISS Group•White Plains, NY

5d•$59,000 - $74,000

About The Position

We are seeking a detail-oriented and customer-focused Order Management / Customer Operations Specialist to support end-to-end order processing and customer service operations. This role is critical in ensuring accurate order fulfillment, seamless communication with internal and external stakeholders, and a high level of customer satisfaction

Requirements

Bachelor’s degree in Business or a related field preferred
Minimum of 2–4 years of experience in order management, customer operations, or related functions
Experience with EDI implementation required
Hands-on experience with ERP/CRM systems (SAP and Salesforce preferred)
Strong analytical, problem-solving, and technical skills; advanced proficiency in Microsoft Excel required

Nice To Haves

Experience with e-commerce platforms, U.S. retailers/national accounts, and 3PL environments is a plus

Responsibilities

Manage day-to-day communication with internal and external customers via email, phone, web portals, shared mailboxes, and EDI systems
Process customer and dealer purchase orders through SAP Order Management, including: Sales Orders, Deliveries, Goods Issue, Billing Goods Receipts, Invoice Receipts, and Invoice Clearing
Handle orders from multiple platforms (e.g., web-based portals, EDI systems, and third-party platforms)
Generate invoices and support accounts receivable processes and documentation
Investigate and resolve customer inquiries by identifying root causes and ensuring timely resolution
Manage inventory allocation based on delivery timelines, customer priority, and supply constraints
Coordinate product movement across the distribution network to meet delivery commitments
Partner cross-functionally with Sales, Operations, Supply Chain, Finance, and Warehouse teams to ensure efficient order processing
Support Sales team with operational and logistics needs
Process returns, exchanges, and cancellations, including coordination of transportation and documentation
Research return orders and prepare commercial invoices in alignment with trade compliance requirements
Liaise with Warehouse, Headquarters, and Field Service teams to ensure timely turnaround of return orders
Run and analyze daily operational reports (inventory, delivery schedules, order status)
Monitor new sales orders and follow up with relevant teams to ensure timely processing
Maintain and organize shared mailboxes and internal documentation
Update and maintain SAP data, including analyzing and correcting system errors
Ensure compliance with company policies, procedures, and regulatory requirements
Provide backup support and assist team members as needed