Ordering Representative

Phantom Screens•Abbotsford, BC

8d•CA$48,048 - CA$60,528

About The Position

At Phantom, making life better is our mission; for our customers and our employees. We're driven by our vision and values - it's what sets us apart as a corporation - and what makes Phantom Screens a special place to work. Since our beginning, in 1992, Phantom has excelled, expanded, and stayed laser-focused on our passion: making and installing the highest-quality retractable screens on the market. Now we're the top-selling retractable screen, and our products are international. POSITION PROFILE Summary: Reporting to the Field Support Supervisor, the Ordering Representative will assist in ensuring smooth and user-friendly order administration for our network by converting orders, entering manual quotes and processing special order requests. They are responsible for daily liaison with Production, Shipping, Materials & Network Accounts to determine action plans on potential order delays. As an integral member of the Phantom Field Support team, the incumbent plays a key role in maintaining positive external representation of the organization and consistently demonstrates and encourages in others the organization’s core corporate values. Our Corporate Values: At Phantom Screens we value all of our employees. We are committed to providing a safe, harmonious, and respectful work environment and all employees are required to help us achieve this by practicing our core values. To Speak the Truth To Pursue Excellence To Serve Each Other To Practice Stewardship Reporting Relationships: At this time, no positions report into the Ordering Representative. Position Responsibilities: (Include but are not limited to, the following) Understanding and knowledge of supporting departments: Materials – understanding of BOM by product line. Production – capacity, standard times / processes for each product line Shipping – carrier restrictions, shipping capacity, standard lead times & processes Quality – understand product quality specifications and impact when in question. Output – understanding of production, shipping, and materials capabilities & limitations. Provide timely, consistent, and great service by doing the following: Responsible for coordinating the custom color match program, ensuring processes, paperwork, and communications with materials and the network are done in a timely manner. Be the daily liaison with Production, Shipping & Network Accounts to determine action plan on potential order delays. Responsible for ensuring all off-the-shelf orders converted by set time daily. Responsible for running daily reports and communicating results as required. Ensure smooth and user-friendly order administration: Assist with release of orders by set time each day. Assist with ensuring all daily orders are converted into ERP system. Assist with ensuring all manual quotes are done in a timely manner. Assist with ensuring the credit hold processes are being properly adhered to Assist with resolving internal or external impact of order exceptions or special instructions in a timely manner. Assist with verifying all Product Team approved non-standard orders (NSOs) and Bill of Materials (BOM) edits have been completed and are accurately reflected for clear instructions to Production. Assist with ensuring all Rush, Emergency & Change Order Requests are taken care of Assist with coordinating shipments, consolidating, and planning according to the account’s needs. Assist in responding to order related emails in a timely manner. Identify and communicate trends on material outages or traveler problems to the Support Services Supervisor. When possible, suggest root cause fix. Be an active member of the Network Resources and Phantom Screens team by: Having a great attitude, looking for ways to help and jumping in to help other members when needed or requested. Looking for ways to help other departments serve each other and customers better. Participating actively in trainings and meetings and continually striving to learn and grow. Helping to improve processes and procedures to provide better and more reliable service.

Requirements

High school diploma
A minimum of two years' experience in a production planning or capacity planning role.
Patient, calm, and professional telephone manner with the ability to diffuse customer conflict.
Ability to work efficiently and maintain composure in an environment that is subject to constant interruption.
Superior communication and interpersonal skills (listening, writing and verbal).
Ability to build/maintain positive relationships with a variety of internal and external contacts at all levels.
High attention to detail.
Demonstrate ability to be tenacious (willing to work at something until it’s completely done).
Positive attitude and an ability to handle stressful situations.
Proven time management skills.

Nice To Haves

Customer service experience is an asset.

Responsibilities

Coordinating the custom color match program, ensuring processes, paperwork, and communications with materials and the network are done in a timely manner.
Acting as the daily liaison with Production, Shipping & Network Accounts to determine action plans on potential order delays.
Ensuring all off-the-shelf orders are converted by the set time daily.
Running daily reports and communicating results as required.
Assisting with the release of orders by the set time each day.
Assisting with ensuring all daily orders are converted into the ERP system.
Assisting with ensuring all manual quotes are done in a timely manner.
Assisting with ensuring the credit hold processes are being properly adhered to.
Assisting with resolving internal or external impacts of order exceptions or special instructions in a timely manner.
Assisting with verifying all Product Team approved non-standard orders (NSOs) and Bill of Materials (BOM) edits have been completed and are accurately reflected for clear instructions to Production.
Assisting with ensuring all Rush, Emergency & Change Order Requests are taken care of.
Assisting with coordinating shipments, consolidating, and planning according to the account’s needs.
Assisting in responding to order-related emails in a timely manner.
Identifying and communicating trends on material outages or traveler problems to the Support Services Supervisor, suggesting root cause fixes when possible.
Having a great attitude, looking for ways to help and jumping in to help other members when needed or requested.
Looking for ways to help other departments serve each other and customers better.
Participating actively in trainings and meetings and continually striving to learn and grow.
Helping to improve processes and procedures to provide better and more reliable service.