Customer Order Specialist

Job Description

Job Description

Job Title: Customer Order Specialist

For immediate consideration, please email your resume and interview availability to (View email address on ziprecruiter.com) ASAP today or tomorrow. I am conducting interviews this week and looking to hire immediately.

Job Description

The Customer Order Specialist plays a key role in managing customer orders from quote to delivery, ensuring accuracy, timeliness, and exceptional service. This position oversees order entry, tracking, and revisions, supports the team with system training, and collaborates closely with internal departments and vendors to resolve issues and keep projects on schedule. The role requires strong attention to detail, proactive communication, and a commitment to maintaining high standards of safety, quality, and customer satisfaction.

Responsibilities

• Conduct ongoing system training sessions with team members to ensure consistent and effective use of order management tools.
• Prepare and provide accurate, timely customer quotes in line with established pricing and service guidelines.
• Process non-stock orders within 48 hours and handle all emergency orders, including creating and submitting spot buy purchase orders to vendors.
• Monitor and update order status daily, ensuring past due orders and two-week look-ahead dates are reviewed and completed.
• Perform daily sourcing activities to identify appropriate materials, suppliers, and solutions for customer needs.
• Communicate upcoming projects and workload changes to the team to support planning and resource allocation.
• Resolve accounts payable (AP) and accounts receivable (AR) issues related to customer orders in coordination with internal stakeholders.
• Request, process, and document order revisions to maintain accurate and current order information.
• Review open orders regularly to identify delays, discrepancies, or risks and take corrective action as needed.
• Expedite material when necessary and ensure the team responds to customer inquiries within 45 minutes.
• Work on OSD&D reports, documenting and addressing order shortages, damages, and discrepancies.
• Track orders and maintain accurate records in the order management system and related documentation.
• Complete and manage SMAA forms (vendor exception forms), including providing alternate materials for discontinued items.
• Fulfill SQAD requirements (Safety Quality Assurance Documents) by obtaining necessary documents from customers for specific applications.
• Collaborate with vendors and internal teams to support integrated supply solutions and maintain strong customer relationships.

Essential Skills

• 1–3 years of experience in customer service and/or order management.
• Proficiency in order entry, order processing, and order tracking within a business-to-business environment.
• Experience with account management and customer support, including handling inquiries and resolving issues.
• Familiarity with Microsoft Office and strong general computer skills.
• Demonstrated ability in problem resolution, including investigating and resolving AP and AR issues.
• Strong follow-up skills and the ability to manage multiple open orders and priorities simultaneously.
• Professional communication skills, both written and verbal, with a focus on customer service.
• Self-motivated work style with the ability to work independently and as part of a team.
• Attention to detail in maintaining accurate records, forms, and documentation.
• Basic understanding of inventory-related processes and material sourcing.

Additional Skills & Qualifications

• Experience working in an industrial, utility, or distribution environment is beneficial.
• Familiarity with safety products, PPE, industrial supplies, or electrical and gas distribution equipment is a plus.
• Comfort working with integrated supply solutions and vendor exception processes.
• Ability to adapt to busy periods and support additional workload when needed.
• Strong organizational skills and the ability to prioritize tasks in a fast-paced setting.
• Collaborative mindset and willingness to participate in team activities and events.

Work Environment

This is a full-time role with standard hours from 7:30 a.m. to 4:00 p.m., Monday through Friday, with occasional additional hours during busy periods. The work environment is professional, family-oriented, and team-focused, with a stable workload driven by participation in the utility market. The organization has a long-standing history and emphasizes customer satisfaction and reliable supply chain solutions. Team members often celebrate milestones such as birthdays, share lunches, and participate in team events or potlucks, and may interact with vendors during joint activities. Work is primarily conducted in an office setting using computer-based systems, Microsoft Office, and order management tools to support manufacturing and distribution operations.

This is a Contract position based out of Chicago, IL.

The pay range for this position is $24.00 - $26.44/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Chicago,IL.

This position is anticipated to close on Jul 31, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.