Order Management Coordinator

Overview

Vaco has an immediate need for a Customer Service/Sales Support Representative. This job is fully onsite, M-F, hours are 8-5.

• Ensure prompt, accurate, and effective management of the order fulfillment process, including order entry, order acknowledgement, pricing verification, expediting, and schedule change notifications.
• Serve as a primary point of contact for customers; prepare quotations and respond to inquiries related to orders, pricing, delivery schedules, and technical support.
• Support the sales team with sales reports and other administrative functions.
• Drive continuous quality improvement of order fulfillment functions by evaluating processes for efficiency and service improvements.
• Prepare and distribute monthly GPO Commission Reports, GPO Admin Reports, and GPO Monthly Sales Reports as needed.
• Coordinate with internal departments including Sales, Manufacturing, Engineering, Shipping, Repair, Quality Assurance, Regulatory, Finance, and Marketing to ensure customer requirements are met.
• Track and maintain GPO member commitments and database.
• Back-up and provide support to Company, OEM, and Cuda customer service when necessary.
• Take initiative to solve customer problems directly.
• Provide technical support and assist customers.
• Distribute marketing materials and collateral to distributors.
• Assist with credit and collections activities when necessary.
• Report on Customer Complaints to management. Manage and resolve customer complaints and service issues in accordance with established procedures; document findings and support corrective actions.
• Support and comply with quality system requirements, including applicable SOPs, instructional documents, and company quality policies.
• Drive continuous improvement of customer service and order fulfillment processes.
• Perform additional duties as assigned.

• Excellent interpersonal and communication skills with the ability to effectively interact with customers and internal teams.
• Excellent organizational abilities and a strong initiative for getting the job done.
• Two-year college study in a related field preferred
• 3-5 years of customer service, order fulfillment, or related experience preferred.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office applications, especially Excel, including pivot tables.
• Ability to work independently and collaboratively as part of a team.

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift to 20 pounds occasionally
• Ability to navigate the manufacturing facility as needed

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting.

The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer:
Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied.

Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.