Order Management Specialist: Invoicing, Warranty & Support

Oxford Instruments; Concord (MA); On-site; USD 63,000 - 75,000; Full time

Job summary

Oxford Instruments is seeking an Order Management Coordinator to support the Customer Operations & Order Management team. You will handle invoicing, warranty registrations, and service lead coordination while collaborating with Sales, Service, Finance, and customers to ensure accurate order processing and billing.

You will manage service and product invoicing, coordinate with cross-functional teams, and drive improvements in data accuracy and customer experience through technology-enabled

Qualifications

• B.A. in Business Administration, Finance, Operations, or related field.
• 5+ years of experience in Order Management, Customer Service, Customer Operations, Sales Support, or related role.
• Strong customer service and communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Outlook and Excel.
• Experience with SAP, ERP, and CRM systems.
• Experience processing invoices, credits, warranties, and service-related transactions.
• Knowledge of order-to-cash processes.
• Experience supporting service administration, warranty processing, technical support intake, or other customer operations functions.
• Experience using AI-enabled productivity tools and interest in leveraging technology to improve processes.
• Customer-focused mindset and strong problem-solving abilities.

Responsibilities

• Process service and product invoices and credit memos accurately and efficiently.
• Review transactions to ensure pricing, tax, and documentation requirements are met.
• Investigate billing discrepancies and partner with Finance, Sales, and Service teams to resolve issues.
• Maintain supporting documentation and ensure data accuracy.
• Meet or exceed invoice accuracy KPIs while minimizing rework.
• Identify trends in order entry and invoicing errors and drive process improvements.
• Activate product warranties and verify installation/warranty details in ERP.
• Process POS contracts and extended warranty activations in ERP.
• Manage and respond to the department's shared mailbox and inquiries.

Skills

Order Management

Customer Service

Communication

Organization

Microsoft Excel

SAP

ERP systems

CRM systems

Data entry

AI tools

Education

B.A. in Business Administration, Finance, Operations, or related field

Tools

SAP

ERP

CRM

Microsoft Excel

Outlook

Job description

Oxford Instruments is seeking an Order Management Coordinator to support the Customer Operations & Order Management team. You will handle invoicing, warranty registrations, and service lead coordination while collaborating with Sales, Service, Finance, and customers to ensure accurate order processing and billing.

You will manage service and product invoicing, coordinate with cross-functional teams, and drive improvements in data accuracy and customer experience through technology-enabled