Coordinator for Special Accounts

Evolve Scholastic Inc.; Lewisville (TX); On-site; USD 59,000 - 72,000; Full time

Job summary

Evolve Scholastic Inc. in Lewisville, TX, seeks an Order Coordinator – Special Customer Accounts to manage day-to-day execution of orders for key and special accounts.

You will serve as the primary point of contact between customers and internal teams—production, sales, operations—and ensure accurate entry, timely updates, and proactive issue resolution. The role requires exceptional organization and the ability to handle multiple orders from receipt to delivery.

Qualifications

• Bachelor’s degree or other college education strongly preferred.
• 2+ years of experience in order management, account coordination, customer service, production coordination, project coordination, operations, or a related role preferred.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Extremely detail-oriented with a high level of accuracy.
• Ability to manage a large number of orders, deadlines, and customer requests simultaneously.
• Strong follow-up skills and a demonstrated ability to keep projects moving.
• Ability to communicate effectively with customers, production employees, management, and cross-functional teams.
• Strong problem-solving and critical-thinking skills.
• Ability to work independently while collaborating effectively with a team.
• Comfortable working in a fast-paced environment where priorities may change quickly.
• Strong proficiency with Microsoft Excel, Outlook, Word, and other business software.
• Experience working with ERP, order-management, inventory, CRM, or production-management systems is preferred.

Responsibilities

• Manage customer orders from initial receipt through production, shipment, and completion.
• Review incoming purchase orders and order requirements for accuracy and completeness.
• Verify quantities, pricing, product specifications, requested delivery dates, shipping requirements, and other order details.
• Enter and maintain accurate order information within company systems.
• Track orders throughout the entire production and fulfillment process.
• Maintain detailed records of order status, changes, approvals, deadlines, and customer requirements.
• Prioritize orders based on customer commitments, production schedules, and business needs.
• Proactively identify orders that may be at risk of missing deadlines and elevate concerns appropriately.
• Coordinate order changes, cancellations, rush requests, and other special circumstances.
• Serve as a primary day-to-day contact for assigned special customer accounts regarding order status and fulfillment.
• Provide customers with timely, accurate, and professional updates.
• Communicate production schedules, expected completion dates, shipping information, delays, and changes.
• Respond promptly to customer questions and requests.
• Follow up proactively rather than waiting for customers to request updates.
• Develop strong working relationships with customer contacts through consistent and dependable communication.
• Maintain professionalism and composure when resolving time-sensitive or challenging customer situations.
• Work closely with production teams to communicate customer requirements, priorities, specifications, and deadlines.
• Ensure production has all necessary information and approvals before work begins.
• Monitor production progress and follow up regularly on outstanding items.
• Coordinate with sales, purchasing, warehouse, shipping, accounting, quality control, and other departments as necessary.
• Communicate changes in customer requirements immediately to the appropriate internal teams.
• Help resolve production, inventory, quality, scheduling, and shipping issues that could affect customer commitments.
• Ensure internal teams understand special requirements associated with key customer accounts.
• Prepare and maintain regular order-status reports for customers and internal management.
• Track open orders, production status, requested ship dates, expected completion dates, backorders, and outstanding issues.
• Maintain accurate spreadsheets, reports, and customer-specific tracking documents.
• Identify overdue tasks, missing information, and potential bottlenecks.
• Provide management with visibility into significant customer or production issues.
• Track account-specific requirements, procedures, and expectations.
• Maintain organized documentation so information can be quickly located when needed.
• Take ownership of issues until they are fully resolved.
• Anticipate potential problems and address them before they affect the customer.
• Follow up consistently with internal departments and outside parties.
• Investigate order discrepancies and coordinate corrective actions.
• Escalate significant issues to management while providing clear information and potential solutions.
• Balance customer expectations with production capabilities and company policies.
• Order accuracy
• On-time order completion and delivery
• Accuracy and timeliness of customer reporting
• Responsiveness to customer inquiries
• Effectiveness of communication with production teams
• Ability to identify and resolve issues before they affect customers
• Organization and accuracy of order records
• Customer satisfaction
• Consistent follow-up and completion of outstanding tasks
• Ability to successfully manage multiple special customer accounts simultaneously.

Skills

Organizational skills

Communication skills

Detail-oriented

Multi-tasking

Follow-up

Team collaboration

Excel proficiency

ERP experience

Education

Bachelor's degree

Tools

ERP systems

CRM systems

Order management software

MS Office

Job description

We are seeking a highly organized, detail-oriented, and proactiveOrder Coordinator – Special Customer Accountsto manage the day-to-day execution of orders for key and special customer accounts.

This position serves as the primary coordination point between our customers, internal production teams, sales, operations, and other departments involved in fulfilling customer orders. The Order Coordinator is responsible for ensuring orders are entered accurately, production requirements are clearly communicated, deadlines are monitored, customers receive timely updates, and potential issues are identified and resolved before they impact delivery.

The ideal candidate is an exceptional organizer and communicator who is comfortable managing multiple priorities, maintaining detailed records, following up across departments, and taking ownership of an order from receipt through completion and delivery.

Key ResponsibilitiesOrder Management

We are seeking a highly organized, detail-oriented, and proactiveOrder Coordinator – Special Customer Accountsto manage the day-to-day execution of orders for key and special customer accounts.

This position serves as the primary coordination point between our customers, internal production teams, sales, operations, and other departments involved in fulfilling customer orders. The Order Coordinator is responsible for ensuring orders are entered accurately, production requirements are clearly communicated, deadlines are monitored, customers receive timely updates, and potential issues are identified and resolved before they impact delivery.

The ideal candidate is an exceptional organizer and communicator who is comfortable managing multiple priorities, maintaining detailed records, following up across departments, and taking ownership of an order from receipt through completion and delivery.

Key ResponsibilitiesOrder Management

• Manage customer orders from initial receipt through production, shipment, and completion.
• Review incoming purchase orders and order requirements for accuracy and completeness.
• Verify quantities, pricing, product specifications, requested delivery dates, shipping requirements, and other order details.
• Enter and maintain accurate order information within company systems.
• Track orders throughout the entire production and fulfillment process.
• Maintain detailed records of order status, changes, approvals, deadlines, and customer requirements.
• Prioritize orders based on customer commitments, production schedules, and business needs.
• Proactively identify orders that may be at risk of missing deadlines and elevate concerns appropriately.
• Coordinate order changes, cancellations, rush requests, and other special circumstances.

Customer Communication

• Serve as a primary day-to-day contact for assigned special customer accounts regarding order status and fulfillment.
• Provide customers with timely, accurate, and professional updates.
• Communicate production schedules, expected completion dates, shipping information, delays, and changes.
• Respond promptly to customer questions and requests.
• Follow up proactively rather than waiting for customers to request updates.
• Develop strong working relationships with customer contacts through consistent and dependable communication.
• Maintain professionalism and composure when resolving time-sensitive or challenging customer situations.

Production & Internal Coordination

• Work closely with production teams to communicate customer requirements, priorities, specifications, and deadlines.
• Ensure production has all necessary information and approvals before work begins.
• Monitor production progress and follow up regularly on outstanding items.
• Coordinate with sales, purchasing, warehouse, shipping, accounting, quality control, and other departments as necessary.
• Communicate changes in customer requirements immediately to the appropriate internal teams.
• Help resolve production, inventory, quality, scheduling, and shipping issues that could affect customer commitments.
• Ensure internal teams understand special requirements associated with key customer accounts.

Reporting & Account Management

• Prepare and maintain regular order-status reports for customers and internal management.
• Track open orders, production status, requested ship dates, expected completion dates, backorders, and outstanding issues.
• Maintain accurate spreadsheets, reports, and customer-specific tracking documents.
• Identify overdue tasks, missing information, and potential bottlenecks.
• Provide management with visibility into significant customer or production issues.
• Track account-specific requirements, procedures, and expectations.
• Maintain organized documentation so information can be quickly located when needed.

Problem Solving & Follow-Up

• Take ownership of issues until they are fully resolved.
• Anticipate potential problems and address them before they affect the customer.
• Follow up consistently with internal departments and outside parties.
• Investigate order discrepancies and coordinate corrective actions.
• Escalate significant issues to management while providing clear information and potential solutions.
• Balance customer expectations with production capabilities and company policies.
  

Qualifications

• Bachelor’s degree or other college education strongly preferred.
• 2+ years of experience in order management, account coordination, customer service, production coordination, project coordination, operations, or a related role preferred.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Extremely detail-oriented with a high level of accuracy.
• Ability to manage a large number of orders, deadlines, and customer requests simultaneously.
• Strong follow-up skills and a demonstrated ability to keep projects moving.
• Ability to communicate effectively with customers, production employees, management, and cross-functional teams.
• Strong problem-solving and critical-thinking skills.
• Ability to work independently while collaborating effectively with a team.
• Comfortable working in a fast-paced environment where priorities may change quickly.
• Strong proficiency with Microsoft Excel, Outlook, Word, and other business software.
• Experience working with ERP, order-management, inventory, CRM, or production-management systems is preferred.
  

Characteristics of a Successful Candidate

• Extremely organized— able to keep track of numerous orders, deadlines, details, and conversations without allowing items to fall through the cracks.
• Proactive— follows up and addresses potential problems before being asked.
• Accountable— takes ownership of orders and issues through completion.
• Detail-oriented— understands that small errors in quantities, specifications, dates, or communication can create significant problems.
• An excellent communicator— communicates clearly, professionally, and promptly with both customers and internal teams.
• Persistent— comfortable following up repeatedly when information or action is required.
• Calm under pressure— able to manage urgent requests and customer concerns professionally.
• Customer-focused— understands the importance of delivering a high level of service to important customer accounts.
• Process-driven— values documentation, reporting, checklists, and consistent procedures.
• Adaptable— capable of adjusting priorities as customer and production needs change.
  

Performance Expectations

• Order accuracy
• On-time order completion and delivery
• Accuracy and timeliness of customer reporting
• Responsiveness to customer inquiries
• Effectiveness of communication with production teams
• Ability to identify and resolve issues before they affect customers
• Organization and accuracy of order records
• Customer satisfaction
• Consistent follow-up and completion of outstanding tasks
• Ability to successfully manage multiple special customer accounts simultaneously
  

Position Objective

• The primary objective of the Order Coordinator – Special Customer Accounts is to ensure that our key customers experience a reliable, organized, and professional order process from beginning to end. The coordinator should always know the current status of their accounts, what actions are outstanding, who is responsible for those actions, and what needs to happen next to meet the customer's expectations.

Compensation

• Starting at $65,000 plus Bonus. Medical and Dental