Order Management Specialist

Job Description

Job Description

The purpose of the EDI Order Management Specialist is to manage electronic data interchange (EDI) transactions for large retail customers (e.g., Walmart), ensuring accurate processing of purchase orders, timely order fulfillment coordination, and creation and transmission of Advance Ship Notices (ASNs). This role ensures compliance with customer-specific EDI requirements and supports efficient order-to-cash operations.

Duties and Responsibilities

The EDI Order Management Specialist is responsible for managing EDI transactions, resolving order discrepancies, and ensuring timely and accurate customer communication.

Primary duties and responsibilities include:

• EDI Order Processing
• • Receive, review, and process incoming EDI purchase orders (e.g., EDI 850 transactions).
  • Validate order accuracy, including pricing, quantities, ship-to locations, and delivery dates.
  • Enter and manage orders within ERP systems, ensuring alignment with EDI data.
• Advance Ship Notice (ASN) Management
• • Prepare, validate, and transmit ASNs (EDI 856) in compliance with customer routing guides.
  • Ensure ASN accuracy, including carton/pallet configuration, GTINs, lot/batch data (if applicable), and shipment details.
  • Coordinate with warehouse/shipping teams to ensure physical shipments match ASN data.
• Customer Compliance
• • Ensure adherence to retailer-specific EDI and logistics requirements (e.g., Walmart compliance standards).
  • Monitor and resolve compliance errors, chargebacks, and disputes related to EDI transactions.
  • Maintain up-to-date knowledge of customer routing guides and EDI specifications.
• Order Management & Coordination
• • Act as the primary point of contact for order-related communication with key accounts.
  • Coordinate with supply chain, production, and logistics teams to ensure on-time, in-full (OTIF) delivery.
  • Manage order changes, cancellations, and back orders.
• Exception Handling
• • Investigate and resolve EDI transmission errors, data mismatches, and system issues.
  • Work with IT or EDI providers to troubleshoot mapping or connectivity problems.
• Inventory & Shipping Alignment
• • Ensure order fulfillment aligns with available inventory and production schedules.
  • Support allocation processes for high-volume or priority customers.
• Reporting & Metrics
• • Track and report key performance indicators such as OTIF, ASN accuracy, and chargeback rates.
  • Analyze trends and recommend process improvements.
• Documentation & Process Improvement
• • Maintain documentation for EDI processes, workflows, and customer requirements.
  • Identify and implement process improvements to enhance accuracy and efficiency.
• Cross-Functional Collaboration
• • Work closely with Customer Service, Logistics, Warehouse, IT, and Sales teams.
  • Support continuous improvement initiatives across order fulfillment processes.

Qualifications

Education:

• High School Diploma

Experience:

• Minimum of 3–5 years of experience in EDI, order management, Logistics or customer Service.
• Experience working with large retail customers (e.g., Walmart, Target, Amazon) strongly preferred.

Technical Knowledge:

• Familiarity with EDI transaction sets such as:
• • 850 (Purchase Order)
  • 855 (PO Acknowledgment)
  • 856 (Advance Ship Notice)
  • 810 (Invoice)
• Experience with ERP systems
• Understanding of retailer compliance requirements and routing guides.

Skills & Competencies:

• Strong attention to detail and data accuracy.
• Ability to manage high transaction volumes with tight deadlines.
• Problem-solving skills for resolving discrepancies and system issues.
• Strong communication and coordination skills across teams and with customers.

Systems & Tools:

• Experience with EDI platforms (e.g., SPS Commerce, TrueCommerce, Cleo, etc.).
• Proficient in Microsoft Excel (data validation, analysis) and other Office tools.

Working conditions

This position operates primarily in an office environment with frequent interaction across departments such as warehouse, logistics, and customer service. The role may require extended periods of computer work and the ability to manage multiple priorities in a fast-paced environment, particularly during high-volume shipping periods.