Order Management Administrator

Snapon; San Jose (CA); On-site; USD 48,000 - 70,000; Full time

Job summary

Snapon in San Jose, CA is seeking a detail-oriented Order Entry Specialist to ensure accurate, timely sales orders and smooth interaction with customers and internal teams.

You will enter orders in the ERP system, verify against purchase orders, manage backorders, coordinate with accounting for payment terms, and support front desk coverage as needed. Prior experience in customer service and ERP systems is valued.

Qualifications

• High school diploma or GED is required.
• 1-3 years related experience and/or training; or equivalent combination of education and experience.
• Must possess outstanding customer service.
• PC literate, proficient with Office Suite, ERP - Netsuite preferred.
• Detail-oriented and a team player.
• Ability to work in a fast-paced environment.
• Bilingual (Spanish) preferred.

Responsibilities

• Creates / enters sales orders in the ERP system with a focus on accuracy and timeliness.
• Reviews orders against customers' PO and instructions to verify accuracy of billing and compliance with policies.
• Ensures orders are entered the same day of receipt, prioritizing special freight or designated orders.
• Resolves orders that cannot be processed due to information gaps, new/inactive accounts, or credit holds.
• Interfaces with Alabama Distribution Center and California warehouse on shipment issues.
• Manages hold folders and back orders by following up on open orders and communicating with customers and teams.
• Creates / updates customer accounts and contact records with data completeness.
• Cooperates with Accounting for payment information and non-standard terms.
• Responds to inquiries from customers regarding service and/or trade orders.
• Attaches vital supporting documents to orders or customer records.
• Submits weekly booked orders and sales reports to Sales Management.
• Covers front desk on a rotation basis and logs incoming orders.

Skills

Customer service

Office proficiency

Detail-oriented

Team player

Bilingual Spanish

Fast-paced environment

Education

High school diploma or GED

Tools

Netsuite ERP

Microsoft Office Suite

Job description

Overview

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following:

• Creates / enters sales orders in the ERP system with a focus on accuracy (zero defect on orders entered) and timeliness;
• Reviews sales orders against customers' purchase orders and special instructions to verify accuracy of billing information, content, and compliance with current policies and procedures outlined in the Contract Review Procedure;
• Ensures that all orders are entered on the same day of receipt of order, with priority given to special freight or designated orders;
• Responsible for resolution of orders which cannot be accepted and processed due to insufficient or incorrect information, new or inactive account, credit hold;
• Interfaces with Alabama Distribution Center and California warehouse on issues that delay or change shipments;
• Responsible for managing hold folders and back orders by regularly following up on open orders, communicating with customers, purchasing and sales personnel regarding options, delays and any backorder detail;
• Creates / updates customer accounts and contact records, ensuring completeness and correctness of data;
• Coordinates with Accounting Department for payment information of orders particularly those that do not have the standard terms (e.g. credit cards, prepayment, installment / special terms);
• Answers (or forwards to appropriate parties) inquiries and requests from customers pertaining to service and/or trade orders;
• Ensures that all vital supporting documents are electronically attached to sales orders or customer account records;
• Submits weekly booked sales orders and incoming sales average reports to Sales Management;
• Covers the front desk on a rotational basis or as needed and logs all incoming orders in order log;
• Other duties or special projects may be assigned;

Qualifications

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or general education degree (GED);
• 1 - 3 years related experience and/or training; or equivalent combination of education and experience.
• Must possess and demonstrate outstanding customer service
• PC literate, proficient with Office Suite, ERP- Netsuite preferred
• Detail-oriented ; team player
• Ability to work in a fast-paced environment
• Ability to respond to inquiries in a professional and timely manner Bilingual (Spanish) preferred