Order Management Coordinator II

SUMMARY

Single point of contact for assigned account manager, customer, and/or territory. Leads overall execution of actions and coordination of the order. Utilizes SAP to generate sales orders, purchase orders, invoices, and delivery note/shipping documents and communicates pertinent information to customers. Generates information on orders, quotations, and lead times.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Works collaboratively with the outside sales team as a customer and product advocate and to determine essential strategic approaches for sales support
• Works closely with import coordinator to ensure that goods are not held up in customs.
• Interacts directly with KUKA Roboter for issues related to order entry, order confirmation, delivery notes, invoices, delivery times and methods, and all other matters concerning the department.
• Invoices selected CS orders involving matching timesheets, expense reports, field service reports (FSRs), parts inventory transactions, training registrations, and cost to assure invoice timeliness and accuracy.
• Supports System Partners/Distributor/Integrators throughout the sales interval
• Resolves customer complaints, issues, or difficulties in a manner that is consistent with the company mission, values, leadership principles, and financial objectives
• Verifies customer and order information against configuration and quote for accuracy
• Utilizes SAP to generate purchase orders, invoices, shipping documents
• Prepares and/or provides input on contracts and other forms/documents
• Informs customers of order information such as unit prices, shipping dates, and anticipated delays
• Completes and approves purchase requisitions for ordering stock items, which includes spare parts and repair orders and all other robot related items. Ensures the tracking and reporting of repair tag submissions into the robot database.
• Organizes and tracks shipment and return of parts for repair and/or warranty exchange from KUKA Robotics to vendor sites (including KUKA Roboter).
• Handles cancellations or changes in sales order and communicating the changes with the account manager and/or related departments
• Coordinates with customer service personnel on order status to ensure on-time delivery
• Maintains accurate and complete data in Salesforce/Customer Relationship Management (CRM) database as needed
• Participates in spare parts rotation schedule for after hours support.
• Understands and works towards improving departmental KPIs.
• Keeps abreast of sales activity including sales targets, forecasts, market situation and quote and price changes
• Participates in training sessions, meetings, skill building and professional development classes
• Assists Accounts Receivable (A/R) in collecting outstanding monies by supplying information and verifying contact data.
• Submits invoices to supplier portals
• Assists Finance with all information necessary to ensure that the inventory is accurately reflected in the monthly robot inventory accounting including loan robot consignments.
• Adheres to the Quality System and participates in Quality meetings regarding process flow and efficiency issues
• Performs other duties as assigned.
• Understands and follows safety regulations and identifies safety concerns

EDUCATION and/or EXPERIENCE

• Bachelor degree plus three years of related administrative experience is required; or equivalent combination of education and experience.
• Purchasing experience required.
• Intermediate to advanced computer skills (Word, Excel, PowerPoint, MS Dynamics, Salesforce, SAP ERP system, Internet, E-mail), strong interpersonal and telephone sales skills.
• Organization and time management skills and the ability to manage multiple activities and maintain confidentiality is required.

KUKA is an Equal Opportunity Employer committed to building an inclusive and diverse workforce. All qualified applicants will receive consideration for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, disability status, protected veteran status, or any other factor protected by applicable federal, state or local laws.