Order Writer

SUMMARY

The Order Writer has the responsibility to manage the entire process of processing orders from Dealers, National Distributor, Direct Customers, Direct Sales Reps. The Order Writer is responsible for importing, reconciling issues or missing data, determining phasing and production run assignments, preparing lock schedules and processing change orders, taxes, and other associated transactions. All aspects of an order must be resolved for release to manufacturing by pre-determined priority.  All transactions must be performed per the documented Order Entry Business Process / SOP’s.  The Order Writer represents the last point of review of orders prior to release to production scheduling.  They must communicate well with other departments in day-to-day order processing.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Follows Kewaunee Scientific Corporation Order Entry Business Process and Standard Operating Procedures for all transactions
• Must be able to process all types of orders and all types of transactions required by the Order Entry Department including capacity reservation orders
• Imports orders from Kewaunee’s Connect Order System into Syteline ERP system as notifications are received in the Orders email box, and from all other sources, including manually.
• Prepares order records for engineering process by splitting into manufacturing runs/phase runs
• Review pricing, discounts, special up-charges, product lead time, quotes, taxes, and any other applicable discounts or fees to validate all are applied properly, along with colors and finishes
• Process revisions, corrections, cancellations, CSR’s, and split orders into subsequent runs when needed
• Prepare lock schedules; includes validating keying requirements and facilitating corrections
• Check all entries prior to completing and order for accuracy, including billing and shipping addresses, PO numbers and any other special instructions, notes, etc.
• Issue inspection reports
• Email detailed acknowledgments to field reps as orders are completed
• Save ALL documents and email records for each order in the Kewaunee Scientific Corporation “K” drive in the job folder; this is an audited SOX Control

NATURE AND SCOPE:

Reports to the Order Manager.  Work requires close attention to detail and excellent time management.  Errors should be avoided due to potential financial and profitability impact.

Contact with customers and field sales representatives requires professionalism and an even temperament, ensuring the division is well represented in the minds of customers. 

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty with extreme accuracy and efficiency. Follow up skills must be proficient.  The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associate's degree (A. A.) or equivalent from two-year college or technical school, Accounting or Business preferred, and three years of recent experience; or five years recent related experience and/or training; or equivalent combination of education and experience. Must have ability to type 60 wpm and utilize 10-key calculator proficiently.

LANGUAGE SKILLS

Ability to read and interpret documents such as purchase orders, contracts, vendor quotations, estimating quotations, and multiple revisions to order listings.  Ability to effectively communicate issues or needed information to salesmen on the phone or through email

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, commissions, and percentages.  Ability to apply concepts of basic algebra and accounting principles.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.  Ability to research information, compile disparate sources of information, arrive at a conclusion and implement decisions with an understanding of implications on division finances and customer relations. 

OTHER SKILLS AND ABILITIES

The successful candidate will possess the following skills and requirements:

• Previous experience and knowledge of data entry into a computerized order entry and tracking system along with the ability to perform other related functions within the same and supporting systems to meet audit requirements.
• Must have the ability to enter information and perform computer tasks quickly and accurately to allow for efficient order flow processing.
• Excellent grammar, proofreading and writing skills
• PC proficient in a Windows environment
• Software Knowledge: Proficient with Microsoft Outlook, Word and Excel; electronic document management skills
• Prior experience in ERP order system (Syteline desired)
• Excellent organizational skills, detail oriented, and successful follow through on assigned tasks
• Ability to work well in a fast-paced, deadline driven work environment
• Ability to work in a “Team” environment
• Must demonstrate behavior that is professional, assuring, and have excellent oral communication skills for phone correspondence.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, sit, and talk or hear.  The employee frequently is required to use hands to finger, handle, or feel.  The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl.  The employee must frequently lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

HEALTH AND SAFETY RESPONSIBILITIES

Adhere to all safety rules and procedures.  Bring unsafe acts and conditions to the attention of the manager.  Correct hazards and unsafe conditions.  Train other associates in safe work practices.  Investigate accidents, near-accidents, and potential hazards as required.  Actively participate in housekeeping activities and safety and health programs.