Order and Invoice Coordinator

JOB_REQUIREMENTS

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JOB SUMMARY

This cross-functional role, through effective, timely and active communication, will be responsible for coordinating invoicing and order processing. This highly valued and action-oriented team member will be part of a talented team supporting annual sales objectives. Key metrics for the role include on-time submission of invoicing, accurate order entry, and administrative support to provide reporting and data to business leaders.

PRINCIPLE DUTIES AND RESPONSIBILITIES

Coordinate order booking from PO receipt to order acknowledgement and complete commercial steps of the order booking process
Review pending orders for proper scope, pricing, terms, and delivery, input new sales orders into CRM/ERP system and submit order acknowledgements to required parties.
Perform regular status updates of quote backlog and order status
Maintain all sales order files in shared drives. Ensure accuracy and completeness for record keeping and audit purposes
Process invoice requests from Operations to Finance. Review for accuracy and procedural compliance
Administer all post-order activities (internal and external change orders, escalation, etc.) during project execution
Manage data and reporting requirements for Commercial and Operational teams
Develop and manage work orders for respective sales orders per defined process for generation, maintenance, and reporting.
Develop and maintain CRM/ERP work instructions for all applicable processes supported in this role.
Develop and manage re-work activity per defined process for order generation, maintenance, and reporting.
Enter complete and accurate order data into CRM/ERP

KNOWLEDGE, SKILLS & ABILITIES

Basic understanding of Service business process and practices
Competent in business acumen, including sales, profitability, and customer engagement
Proficient in Microsoft Office applications
Manage through complex situations and make decisions independently with limited information
Customer-focused mindset with proven ability to respond quickly to internal and external customer needs
Strong coordination and influencing skills
Strong verbal and written communication skills to effectively communicate with all levels of the organization
Strong interpersonal and leadership skills
Integrative team working style
Results oriented
Possess a professional communication style when interfacing with internal and external customers

EDUCATION AND EXPERIENCE

Required Education / Experience

Associate degree and or 2 years job experience

Preferred Education / Experience

Bachelor’s degree
Experience with ERP/MRP programs

ADDITIONAL INFORMATION

Key Working Relationships

Functional Leaders: Human Resources, Sales Operations, Sourcing, Operations, Operational Excellence, Finance

Physical Demands

Must be able to sit for extended periods of time

Working Conditions

Shopfloor and office environment, located on large manufacturing campus

Prolec-GE Waukesha, Inc. is an equal opportunity employer and makes employment decisions without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, genetic information, disability, protected veteran status, or any other reason prohibited by applicable law.

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