Order Entry Customer Account Representative

Order Entry Customer Account Representative

The Order Entry Customer Account Representative is responsible for managing and processing customer purchase orders (POs) received through various channels including Excel, EDI, and the company's online portal. This role ensures accurate and timely order entry, monitors order status through fulfillment and billing, and collaborates with cross-functional teams including Credit, Logistics, and Production to ensure seamless order-to-cash execution.

Essential Duties and Responsibilities

• Manually enter customer orders received via Excel (such as no-charge samples, employee orders).
• Process orders submitted via EDI or directly through the customer portal.
• Ensure all orders are accurately entered into APPX and process as OEI/ISO documents.
• Verify pricing, weight, and order details in coordination with Sales and PMFs.
• Monitor order status through release status (1-OE, 2-Credit, 3-Production) collaboration with Credit Department as needed.

Order Fulfillment & Logistics

• Coordinate with Logistics for delivery appointments or customer pick-up (e.g., Walmart, Target).
• Ensure shipping confirmation and BOL signing triggers OEI/ISO billing process.

Billing & Invoicing

• Validate pricing across PO, PMG, APPX OE, and pending OEI before issuing invoice.
• Issue J&P for invoice posting upon confirmation.
• Handle direct billing for non-production charges (e.g., freight, bottle deposits, over shipments).
• Ensure all changes are supported by revised POs.

Reporting & Monitoring

• Run and analyze reports such as:
• Open Orders to identify overdue orders, missing invoice dates, or orders stuck in status 1 or 2.
• Customer Aging to review customer transactions and balances.
• Remove transfers and flag orders exceeding lead times / overdue.

Success in this role means maintaining accuracy and attention to detail by ensuring pricing and order data are consistent across systems to prevent billing errors. It involves improving customer satisfaction and responsiveness by managing order flow efficiently, especially for high-volume accounts. Strong process ownership ensures smooth transitions from order entry to billing, while proactive problem solving helps prevent delays in credit or fulfillment. Effective cross-functional collaboration with Credit, Logistics, and Production keeps orders moving, and data-driven monitoring of reports helps catch issues early to maintain service excellence as well as to prevent customer fines and fees.

Language Skills

Ability to read, analyze, and interpret common information, reports, and other documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or company representatives. Ability to effectively present information to management.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk, stand for long periods of time, sit, and talk or hear. The employee frequently is required to use hands and fingers, to handle or feel, to sit for long periods of time, stand frequently, bend, squat, reach, and turn to access files and office equipment. Must be able to lift up to 50 pounds. May be required to push or pull with a dolly or pallet jack up to 500 lbs.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Field positions will be exposed to various unfamiliar conditions where Personal Protective Equipment (PPE) must be worn, and which may include, but are not limited to: manufacturing and warehouse plants, and other venues as directed by a team member. The noise level in the work environment is usually moderate, but increases significantly in warehouse and manufacturing plants.

Minimum Qualifications

• 2+ years of experience in order entry, customer service, or supply chain operations.
• Familiarity with ERP systems (e.g., APPX) and EDI processes.
• Strong attention to detail and ability to manage multiple order channels.
• Proficiency in Excel and order tracking/reporting tools.
• Excellent communication and cross-functional collaboration skills.
• Experience with eCommerce platforms and customer portals.
• Knowledge of logistics coordination and billing processes.
• Understanding of credit and collections workflows.

Shasta Beverages, Inc. provides equal employment opportunities to all applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender, genetics, gender identity, disabled veterans, or sexual orientation.