Order Management Specialist

Prepared Date : 9 / 7 / 2025

Job Title : Order Management Specialist

Report to : Assistant Manager - Logistics

Division : Logistics

FLSA Status : Non-Exempt

Location : Dallas

General Position Summary

This position is responsible for supporting the company's customer service and logistics activities, including order entry, EDI processing, inventory issue discovery, data synchronization, and other order management duties. Provides excellent customer service by responding promptly to inquiries. Supports the relationship between the sales team and retailers / distributors.

Essential Job Functions

Primary Job Functions

Order Management

Process customer orders with a high degree of accuracy. Processes incoming EDI, email, and fax orders; Provides BOL / release orders in the system to ensure timely delivery of orders. Issues invoices to customers after shipment; comprehends and compares open order status against the Daily Sales Report and reports any issues to the direct supervisor. Continuously evaluate and identify opportunities to drive process improvements that positively impact the overall customer experience.

EDI and Data Synchronization

Data entry and transmission of EDI documents, identify and resolve EDI issues, and upload GDSN product data to meet customers' requirements. If not EDI customers, send PDFs via email.

Logistics / Inventory Control

Support logistics managers by monitoring inventory levels of products to reduce out-of-stock and excess stocks. Track incoming shipments with members of the Logistics Team and participate in Inventory Allocation strategy discussions.

Customer Service

Communicate with customers on discrepancies, order conflicts, and shipping delays. Follow up to ensure customer issues are resolved promptly and thoroughly. Provides exceptional customer service by responding promptly to customers' inquiries and concerns. Effective management of customer relationship database, including a complete understanding of the customer's logistical / supply chain requirements, preferred communication method, and resolution of issues.

Secondary Job Functions

Keeping Management Informed

by reporting on all incidents quickly to eliminate problems, and by communicating with Management regularly.

Complies with Federal, State, and Local Practices, including Product Recalls

by promoting and maintaining all relevant policies and procedures and participating in the Product Recall process.

Common Job Functions

Contributes to the Team Effort

by being flexible in work assignments, by covering for other Staff as needed, and by accomplishing related tasks on time when reasonably requested.

Maintains Professional and Technical Knowledge

by attaining job-related certification; by keeping up on related trends; and by applying that knowledge to the job.

Acts on Constructive Feedback

by listening to feedback from peers, supervisors, and customers, and by using such feedback to improve work performance.

Improves Processes

by examining work processes, research procedures, administrative procedures, etc., and by recommending changes where appropriate.

Essential Job Requirements

Physical Requirements & Working Environment Physical Requirements

This position requires the ability to regularly talk and / or hear. The Staff Member is frequently required to sit, stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. The Staff Member is occasionally required to stoop, kneel, or crouch. This position requires the ability to read and analyze written information on a computer terminal. In addition, it requires vision abilities such as close vision, peripheral vision, depth perception, and the ability to adjust focus. The Staff Member may occasionally lift, carry, push, pull or otherwise move objects of at least 30 pounds.

Working Conditions

Noise level in the work environment is moderate (i.e., working in a business office with computers, printers, phones, etc.) The Staff Member is required to work overtime when needed.

Experience / Minimum Qualifications Needed

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and / or government regulations in English. Ability to write reports, business correspondence, and procedure manuals in English. Ability to effectively present information and respond to questions from Staff, customers, and the general public in English.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry and to draw and interpret bar graphs.

Reasoning Abilities

Ability to apply common sense understanding to carry out instructions furnished in written, oral, diagram, or schedule form. Ability to deal with problems involving several concrete variables in situations where only limited standardization exists.

Other Required Skills

Must be tactful, mature, and flexible.

Must have the ability to review, assess, and understand technical documents, drawings, and other documents with no advanced exposure and then engage in discussions internally and with customers. Must have the ability to analyze and utilize legal / financial documents (contracts, purchase orders, etc.).

Must be able to use a computer and such applications as Microsoft Windows, Word, and Excel.

Education

Bachelor's Degree or equivalent from a four-year college or technical school; or equivalent combination of

education and experience. EDI and data synchronization training is a plus.