Order Management Specialist

About the role

The Order Management Specialist plays a critical role in the customer experience by managing orders from receipt through project completion. This position serves as the central communication hub between customers and internal departments, ensuring every order is entered accurately, documentation is complete, schedules stay on track, and projects move efficiently through the organization.

Responsibilities

• Receive and acknowledge customer purchase orders promptly.
• Review orders for completeness, accuracy, commercial requirements, schedules, and documentation.
• Review customer terms and conditions and coordinate with management when clarification is needed.
• Enter and maintain accurate order information within our ERP system.
• Coincide with Accounting regarding billing requirements, payment terms, tax documentation, invoicing, and customer credit status.
• Partner with Engineering to manage drawings, technical documentation, approvals, specifications, and submittals.
• Coincide with internal order kickoff meetings to align Engineering, Production, Materials, Logistics, Accounting, and Management.
• Maintain order status throughout production and help ensure milestones remain on schedule.
• Track customer documentation, approvals, change orders, revisions, and project updates.
• Communicate professionally with customers regarding order status, schedules, documentation, and project progress.
• Identify missing information, documentation gaps, commercial concerns, and schedule risks before they impact delivery.
• Escalate issues involving approvals, engineering delays, payment concerns, customer-driven changes, or project risks.
• Maintain detailed records of customer communications and project milestones.
• Support project review meetings and provide accurate order status updates.
• Help improve internal processes, documentation flow, ERP accuracy, and customer communication standards.

Requirements

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• High attention to detail and commitment to accuracy.
• Ability to manage multiple active customer orders simultaneously.
• Comfortable working across Accounting, Engineering, Production, Logistics, Sales, and Management.
• Strong Microsoft Office skills, especially Excel and Outlook.
• Experience using ERP systems and project management software.
• Ability to identify issues early and proactively communicate solutions.
• Strong follow-through and accountability.

Preferred Qualifications

• Experience in manufacturing, industrial equipment, HVAC, construction, or other project-based industries.
• Background in order management, customer service, project coordination, contract administration, or inside sales support.
• Experience reviewing purchase orders, commercial requirements, technical documentation, or customer contracts.
• Familiarity with ERP systems and structured order processing workflows.
• Success in this role includes keeping customer orders moving accurately and efficiently, ensuring ERP information remains complete and up to date, identifying and resolving issues before they delay projects, building strong relationships with customers through professional communication, keeping documentation, approvals, and change orders organized, coordinating effectively across multiple departments, helping projects move through engineering, production, and shipping with minimal delays, and contributing ideas that improve efficiency, communication, and overall customer satisfaction.

Benefits

• Competitive compensation
• Medical, Dental & Vision Insurance
• Company-paid Life Insurance
• 401(k) with Company Match
• Paid Time Off
• Paid Holidays
• Career Growth Opportunities
• Ongoing Training & Development
• Team-Oriented Culture
• Stable, Growing Company with Opportunities for Advancement