Temporary B2B Order Management Specialist

Key Responsibilities

• Order Management & Processing
• Accurately enter and process customer orders in internal systems, ensuring all required details are complete and correct
• Review and validate order information, including pricing, quantities, customization requirements, and delivery timelines
• Prepare and send order acknowledgments and confirmations to customers in a timely manner
• Generate and distribute customer quotes (with appropriate sales approval), ensuring alignment with pricing structures and agreements
• Monitor order status from entry through fulfillment, proactively addressing issues or discrepancies
• Customer Service & Account Support
• Serve as a primary point of contact for B2B customers, providing exceptional service and timely responses to inquiries
• Communicate product information, availability, order status updates, and timelines clearly and professionally
• Handle customer requests, changes, and escalations with a solution-oriented mindset
• Build and maintain strong relationships with customers to support retention and satisfaction
• Cross-Functional Coordination
• Partner closely with the B2B Sales team to support customer accounts and ensure alignment on quotes, orders, and priorities
• Collaborate with the Fulfillment and Logistics teams to ensure accurate shipment details and timely delivery
• Provide necessary customer and order information to internal stakeholders to support smooth execution
• Coordinate with Finance or Accounts Receivable to collect and verify payment information as needed
• Vendor & Customization Coordination
• Work with external vendors to coordinate customized product orders (e.g., packaging, branding, specialty requests)
• Ensure all customization details are accurately captured and communicated to both vendors and internal teams
• Track vendor timelines and follow up as needed to meet customer expectations and deadlines
• Shipping, Tracking & Documentation
• Provide customers with shipping confirmations, including FedEx tracking information and delivery updates
• Ensure customers receive accurate receipts and payment documentation in a timely manner
• Maintain organized and up-to-date records of customer transactions, communications, and order history
• Process Improvement & System Utilization
• Identify opportunities to improve order processing workflows, communication practices, and customer experience
• Leverage internal systems (ERP/CRM tools) to ensure accurate data entry, reporting, and tracking
• Support adoption of new tools or system enhancements as needed

Qualifications

• Education & Experience
• Bachelor’s degree preferred, or equivalent relevant work experience
• 1–3+ years of experience in a customer service, order processing, or administrative support role
• Experience in a B2B, retail, hospitality, or consumer goods environment is a plus