Order Management Administrator

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The Order Management Administrator manages the review of orders, processes the orders, and manages the fulfillment of orders, for assigned customer base.

Works directly with national customers when necessary, to verify EDI or manually placed orders are accurately transmitted to BNTCA, and accurately entered into ERP system (Acumatica) and in accordance with Customer Policy. After processing EDI orders, the Administrator will monitor shipments, and then accurately transmit (or research, correct and re-transmit) EDI documents, such as Advance Shipment Notice (ASN) Invoices (EDI/non-EDI) back to the customer, as necessary and as required by each customer. ?The OM Administrator works on domestic, international, sample, and intra-company orders and creates appropriate documents, as necessary, to process orders. ?The OM Administrator interacts directly with warehouses to ensure orders are shipped and delivered, timely and accurately, for assigned accounts and within BNTCA and Customer Policy and requirements.

As Administrator, Order Management your job duties will include, but not be limited to:

ORDER PROCESSING

• Ensure the processing of EDI orders or manually key Purchase Orders into the ERP as necessary, both in compliance with revenue & company policy and in adherence with customer contractual policy

• Pre-audit orders and resolve any inventory or financial discrepancies, pricing and costing issues on the orders in a timely manner. Request price adjustments as needed, cancel/extend/adjust orders as necessary; post-audit orders, track order shipments for timely delivery to destination, digitally file order documentation

• Research and resolve any EDI PO, EDI ASN, invoicing issues within 1-2 working days

• Research and resolve claim related discrepancies and requests within an acceptable time frame of 3-5 working days

• Work closely and collaboratively with Sales AO to understand their account needs and coordinate inventory to support their customer's order processing and online platform product launches

• Work with Manager OM to understand incoming inventory schedules and minimize PO cancellations and late fulfillment to minimize customer fill rate related penalties

• Work with Brand Managers to have orders released when release and allocation restrictions are in place in ERP system

• For EDI customers:

• Confirm shipments and send EDI document back to customer, within 24 hours after shipment completion in the regular workdays

• Create invoices after shipments have been confirmed/sent, and send EDI document as required

• For non-EDI customers:

• Monitor shipments and work with warehouses to ensure shipments will ship on schedule

• Monitor shipments to ensure freight that has left the warehouse has been confirmed in ERP

• Prepare invoices for BLPA warehouse for shipments confirmed and send invoices to customers according to each customer's requirements

• Review that non-BLPA warehouse shipments confirmed have been invoiced and invoices released within 24 hours after shipment, advice OM Manager of any anomalies

Customer Service - assigned accounts

• External customer service:

• When necessary, assist Sales AO with customer inquiries as needed

• When necessary, coordinate with and assist 3rd party warehouses, to process customer shipments or BNTCA inventory transfers

• Respond to heavy emails (90%) and phone communication (10%) within a 24-hour period

• Internal customer service:

• process sample requests

• provide product availability as needed

• maintain up to date customer Merchandise Preparation and Traffic Routing Guides

Team Knowledge Base, Team Process Development and Team Support

• Share process improvements needed based on current process performance, issues and efficiencies

• Participate in new process development and process improvement projects

• Share best practices with, and provide cross training for, peers, team members and outside business contacts to enhance the quality and efficiency of support and contribute to the knowledge base

• Learn other account processing requirements, and serve as backup when assigned

• Support OM Management and other Leadership Executives as requested

Experience and Skills:

CORE SKILLS

Accuracy - Works with minimal/acceptable error rate; seeks help for problems; pays attention to detail; follows established work procedures; alerts others when preventable problems arise.

Reliability - Consistently dependable in meeting work expectations; good work output; keeps commitments. Maintains an acceptable attendance level.

Judgment - Keeps confidential company information; follows company policies; seeks management approval when sharing such data; reports violations of company policies to proper management authority.

Communication - Writes and speaks with accuracy and sensitivity; uses proper language, tone, location, medium (in person or via electronic form) and timing when conveying information; and respects different communication styles of individuals with different backgrounds or perspectives.

JOB-SPECIFIC SKILLS

Attention to Detail - Accomplish work tasks through concern for all areas involved, no matter how small the detail.

Personal Computer Usage - Intermediate proficiency with WINDOWS-based PC and business applications such as word processing, presentations, charts, etc; MS Excel proficiency with Vlookup, Sumif(s), pivot tables, Data Tables

Problem Solving - Able to gather and interpret data to solve job-related problems; able to distinguish between causes and symptoms of problems to find viable solutions; able to work with others to collaborate on solving problems

Monitoring and Control - The ability to scrutinize or systematically check work activities and direct changes.

Simple Math - Ability to use addition, subtraction, multiplication and division for common applications such as measuring, recording and converting data, simple reporting

EDUCATIONAL REQUIREMENTS

High School diploma or equivalent; some higher education preferred, but not mandatory

EXPERIENCE AND WORK REQUIREMENTS

• A minimum three years of customer service or order entry experience or experience supporting a Sales Organization in a fast pace, high volume environment

• EDI experience (web based or EDI provider) and experience working with ERP systems a plus (Acumatica and SPS preferred, but not mandatory)

• Organizational, auditing, and analytical experience a plus

• Ability to work independently?a plus

• Ability to work over-time occasionally a must

CERTIFICATES, LICENSES, REGISTRATIONS

MENTAL, PHYSICAL, AND ENVIRONMENTAL REQUIREMENTS

WORK ENVIRONMENT

White-collar office environment

WORKPLACE TEMPERATURE

Typical Office

WORK CONDITIONS

Office environment

NOISE LEVEL

Mild

PHYSICAL SIGHT

Able to read both hardcopy and computer-based text

LIFTING

PHYSICAL REQUIREMENTS

TRAVEL Job Benefits:

Full-time employees can participate in Medical, Dental, Vision and 401K plan once they become eligible. From: Bandai Namco Toys & Collectibles America Inc.