Senior Order Management Associate
About The Position
The Senior Order Management Associate supports the Department of Defense (DoD) business based in Rochester, New York. The role manages quote and sales-order processing while ensuring compliance with export regulations and pricing policies. It works with customers, the Sales Team, program management, Operations, Security, and other internal departments to satisfy delivery and contract requirements and reduce shipment delays caused by incomplete order information. The position interprets government contracts and purchase orders for accurate sales-order entry and reviews Terms and Conditions (Ts&Cs) and Federal Acquisition Regulation (FAR) clauses for compliance relating to quality, payment terms, pricing, delivery, and packaging. Administrative work includes customer communications and document control on network drives. The work environment is a computer and desk station in a cubicle.
Requirements
- Proficiency with CRM and ERP software.
- Ability to speak directly with customers.
- Experience using Microsoft Word, Microsoft Excel, and Adobe Acrobat Pro.
- A bachelor's degree and at least 2 years of related experience, or a graduate degree/equivalent with 0 to 2 years of related experience; in lieu of a degree, at least 6 years of related experience is accepted.
Nice To Haves
- Experience with the Oracle CRM/ERP system.
- Previous Department of Defense (DoD) experience, including familiarity with DPAS/FAR clauses.
- Experience with trade, export compliance, or auditing.
- Customer service skills and professional experience.
- Strong written, oral, and organizational skills.
- Ability to work effectively within a team and across multiple teams simultaneously.
- Excellent organizational skills and attention to detail.
- Customer focus and courtesy amid frequent interruptions.
- Strong communication skills, commitment to quality, flexibility, and adaptability.
- Professionalism, accessibility, and ability to adapt to changing business needs.
- Ability to interact with all levels of management while maintaining confidentiality.
- Self-starter mindset and willingness to find solutions when a set process is not readily available.
Responsibilities
- Provide accurate and timely quotes, responses, and proformas for Requests for Quotes (RFQs), reviewing quotes for accuracy, pricing, and lead time.
- Assist program management with large RFQ and proposal efforts.
- Obtain delivery quotes from the factory before orders are placed.
- Enter prospects into the CRM system and maintain equipment configuration and quantity in the CRM system.
- Book orders accurately and promptly in the Oracle ERP system to drive product demand and meet program requirements.
- Maintain accurate, complete order-booking records to ensure traceability for quarterly financial audits.
- Ensure Operations can fulfill DPAS and government-rated orders on time, and communicate delays to customers.
- Ensure Operations and Security can ship Type-1 equipment without delays.
- Interpret government contracts and purchase orders to translate requirements accurately into sales orders.
- Review Ts&Cs and FAR clauses for compliance regarding quality, payment terms, pricing, delivery, and packaging.
- Coordinate with customers, the Sales Team, and internal departments to meet delivery and contract requirements and mitigate shipment-delay risks.
- Manage customer communications and document control on network drives.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
