Order Management Administrator

Snap-On Tools; San Jose (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Snap-On Tools in San Jose, CA is seeking an order entry professional to ensure accurate and timely processing of sales orders in our ERP system. The role emphasizes zero defects on orders and close coordination with customers, accounting, and warehouse teams.

You will review orders against POs, resolve discrepancies, and maintain complete customer records while supporting front desk duties as needed. Strong attention to detail and customer service are essential.

Qualifications

• High school diploma or GED.
• 1–3 years related experience and/or training.
• Detail-oriented, customer service focused, with Office Suite proficiency; Netsuite preferred.
• Bilingual Spanish preferred.

Responsibilities

• Enter sales orders in ERP with accuracy and timeliness.
• Review orders against customers' POs and instructions for billing accuracy and policy compliance.
• Enter all orders the same day of receipt, prioritizing special freight or designated orders.
• Resolve orders with insufficient or incorrect information, inactive accounts, or credit holds.
• Interface with Alabama Distribution Center and California warehouse on shipments.
• Manage hold folders and back orders; communicate delays to customers and teams.
• Create/update customer accounts and contact records for data completeness.
• Coordinate with Accounting on payment information for non-standard terms.
• Answer inquiries from customers regarding service/trade orders.
• Ensure vital supporting documents are attached to orders and records.
• Submit weekly booked orders and sales reports to Sales Management.
• Cover front desk on rotation as needed.

Skills

Customer service

Team player

Fast-paced environment

Detail-oriented

Multitasking

Education

High school diploma or GED

Tools

Netsuite ERP

Office Suite

Job description

Overview

ESSENTIAL DUTIES AND RESPONSIBILITIESinclude 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

QUALIFICATIONSTo 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 servicePC literate, proficient with Office Suite, ERP- Netsuite preferredDetail-oriented
• team playerAbility to work in a fast-paced environmentAbility to respond to inquiries in a professional and timely mannerBilingual (Spanish) preferred