Description

The Order Coordinator Associate plays a critical role in the execution of the order management process at Virtucom. This position is responsible for managing the entire fulfillment process of an order, from its initial entry to final closure. The Order Coordinator Associate works closely with cross-functional teams to ensure efficient order processing, timely production, and successful deployment of products and services. Attention to detail, strong organizational skills, and the ability to effectively communicate with internal and external colleagues are essential for success in this role. 

Duties:

• Order Processing:
  • Receive and review incoming orders for accuracy and completeness.
  • Enter order details into the company's order management system accurately and promptly.
  • Coordinate with the sales team and customer service team members to clarify any discrepancies or missing information.
  • Ensure all required documentation is complete and complies with company policies and procedures.
• Pre-Production Coordination:
  • Collaborate with production teams to initiate pre-production activities based on order specifications.
  • Coordinate with suppliers and vendors to ensure timely availability of required materials and resources.
  • Verify inventory levels and liaise with the procurement team to address any shortages or delays.
  • Communicate with internal Management to provide updates on order status and address any potential issues or delays.
• Production Monitoring:
  • Track the progress of orders in the production process and monitor key milestones.
  • Collaborate with production teams to ensure adherence to quality standards and timely completion of orders.
  • Communicate any deviations or delays to relevant Management and propose solutions to mitigate the impact.
• Deployment and Delivery:
  • Coordinate with logistics and delivery teams to schedule and facilitate the timely shipment of orders.
  • Ensure accurate and complete documentation for shipping and customs requirements, if applicable.
  • Collaborate with customer support teams to address any post-delivery issues or concerns raised by customers.
• Invoicing and Financial Documentation:
  • Generate accurate and timely invoices based on order specifications and pricing agreements.
  • Validate and reconcile invoices with order details and ensure proper documentation is maintained.
  • Collaborate with the finance team to resolve any billing discrepancies or customer inquiries.
• Order Closure and Documentation:
  • Complete order closure activities, including updating the order management system and archiving relevant documents.
  • Maintain organized and accurate records of all order-related documentation.
  • Conduct post-order analysis and generate reports to identify process improvements and enhance customer satisfaction.

Benefits:

• Ability to convert from Hourly to Salary after a 90-day probationary period 
• 401 (k) Retirement Plan with Company Match*
• Medical/Dental/Vision Insurance 
• Vacation/Sick/Personal Days when converted to Salary 
• Opportunity for Career Advancement with promotion from within 

Requirements

High school diploma or equivalent; an associate's or bachelor's degree in a related field is a plus.

• Proven experience in order management, customer service, or a similar role.
• Strong attention to detail and ability to handle multiple tasks and prioritize effectively.
• Excellent organizational, problem-solving, and analytical skills.
• Proficient in using order management systems and other relevant software applications.
• Strong verbal and written communication skills.
• Ability to work collaboratively in a team environment and build positive relationships with management.
• Knowledge of supply chain management principles and practices is preferred.
• Experience in the technology or electronics industry is a plus.

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