Order Management Specialist

Job Summary:

The Order Management Specialist is responsible for managing end-to-end order administration within the sales department. This role is critical to ensuring accuracy, efficiency, and smooth handoff of customer orders within our ERP system. The ideal candidate is highly detail-oriented, proactive in resolving issues, and thrives in a process-driven environment.

Essential Job Functions:

• Own the full order processing cycle from intake to completion.
• Validate incoming purchase orders for accuracy (pricing, quantities, SKUs, tax, ship-to/bill-to, INCOTERMS, terms, lead times, and compliance notes).
• Create and maintain orders in Oracle ERP; issue acknowledgments, manage change orders, and process cancellations.
• Coordinate and resolve internal holds; ensure smooth handoff to invoicing.
• Regularly review backlog, update expected delivery timelines, and complete daily clean-up of open orders.
• Generate and deliver weekly order accuracy and throughput reports.
• Respond to customer inquiries related to order status, delivery, and documentation (missing information, order clarifications, ship date confirmations, proof of delivery).
• Collaborate with internal stakeholders (sales, account managers, operations) to ensure orders are processed correctly and efficiently.

Qualifications:

• 3–5 years of experience in order administration, order operations, or related role.
• Strong organizational skills and exceptional attention to detail.
• Proficiency with ERP systems (Oracle preferred; SAP or other complex ERP systems acceptable).
• Strong written and verbal communication skills, including professional phone and email etiquette.
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint and PowerBI.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast paced environment.
• Analytical and process-driven, with the ability to adapt to evolving procedures.
• Any combination of education, experience, and training that provides the required skills and knowledge will be considered.

Preferred Qualifications:

• Bachelor’s degree in Business Administration or related field.
• Experience supporting sales or customer operations in a manufacturing or technical product environment.
• Familiarity with basic order management terms (INCOTERMS, PO terms, RMA).
• Previous experience improving or standardizing order processing workflows.

Supervisory Responsibility:

• This position has no supervisory responsibilities

Work Environment:

The majority of this job is conducted in an office setting while utilizing standard office machinery. The noise level in the office setting is considered low.

Physical Demands:

Requires regular, predictable, attendance and punctuality. Requires prolonged periods or sitting, occasional standing, stooping, bending and reaching and repetitive hand movements.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

• FUTEK is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender, gender identity, national origin, disability, or protected Veteran status.
• FUTEK is an E-verify participant
• Drug Screen and Background check required of all final applicants