Order Management Specialist

Job Description

Job Description

Position Summary

The Order Management Specialist serves as the operational hub between Sales, Customer Success, Customer Support, Accounting, Production, and Operations.

This position owns the order processing workflow, validates sales documentation, maintains accurate records, coordinates cross-functional activities, and provides customer phone coverage.

The role ensures customer orders are complete, accurate, and ready for fulfillment while improving operational efficiency and supporting an exceptional customer experience.

Order Processing & Documentation

• Process approved customer orders accurately and efficiently.
• Review purchase orders, signed quotes, configuration sheets, and supporting documentation.
• Maintain organized customer documentation and Google Drive records.
• Monitor order status through shipment and coordinate with internal teams.

Sales Administration & Order Validation

• Review deals awaiting processing for completeness.
• Validate pricing, configurations, payment terms, and required documentation.
• Identify discrepancies and coordinate resolution before order entry.
• Maintain accurate CRM and operational records.

Operations & Administrative Support

• Support cross-functional workflows across Sales, Customer Success, Customer Support, Accounting, Production, and Operations.
• Assist with deployment preparation, reporting, documentation, and process improvements.
• Support large customer implementations and special projects.

Customer Phone Support

• Provide lunch-hour phone coverage and answer rollover calls.
• Route inquiries appropriately and create support tickets when required.
• Deliver professional and courteous customer service.

Qualifications

• High school diploma or equivalent required.
• Two or more years of administrative, customer service, order processing, or sales support experience.
• Strong organizational, communication, and time management skills.
• Experience with Microsoft Office and Google Workspace.
• HubSpot and Odoo experience preferred.

Core Competencies

• Attention to Detail
• Organization & Time Management
• Customer Service
• Communication
• Accountability
• Problem Solving
• Cross-Functional Collaboration
• Documentation Management
• Continuous Improvement

Success Measures

• 99%+ order accuracy.
• Complete documentation before order processing.
• Reduced order processing errors and rework.
• Timely phone coverage and positive internal customer feedback.
• Accurate CRM and operational records.
• Continuous process improvement recommendations.

Physical Requirements

Prolonged periods of sitting and computer work. Ability to communicate effectively by phone, video conference, and email. Ability to occasionally lift standard office materials.

Company Description

SONICU: Monitoring and measuring everything that’s important.

Sonicu was founded in 2008 with the development of a remote wireless sensor and cloud-based monitoring solution (SoniCloud) for sound management in neonatal intensive care units. Since that time, we have expanded to become the leader in remote wireless monitoring technology in both temperature monitoring and room condition monitoring solutions.

Sonicu temperature monitoring solutions help clients protect critical assets like vaccines, medications, research samples, food, and other temperature-sensitive items critical to their operations.

Sonicu room condition monitoring helps hospitals, compounding pharmacies, clean rooms, and other facilities accurately monitor room pressure and a variety of other environmental conditions.

With a full suite of complementary sensors and hardware designed to monitor critical variables and assets, Sonicu helps clients across multiple industries protect their most valuable assets, achieve regulatory compliance, and improve operational excellence.

Based in central Indiana, Sonicu continues its quest for innovation and service, providing effective solutions to challenging problems, monitoring, and measuring everything that’s important.

Company Description

SONICU: Monitoring and measuring everything that’s important.\r\n\r\nSonicu was founded in 2008 with the development of a remote wireless sensor and cloud-based monitoring solution (SoniCloud) for sound management in neonatal intensive care units. Since that time, we have expanded to become the leader in remote wireless monitoring technology in both temperature monitoring and room condition monitoring solutions. \r\n\r\nSonicu temperature monitoring solutions help clients protect critical assets like vaccines, medications, research samples, food, and other temperature-sensitive items critical to their operations.\r\n\r\nSonicu room condition monitoring helps hospitals, compounding pharmacies, clean rooms, and other facilities accurately monitor room pressure and a variety of other environmental conditions.\r\n\r\nWith a full suite of complementary sensors and hardware designed to monitor critical variables and assets, Sonicu helps clients across multiple industries protect their most valuable assets, achieve regulatory compliance, and improve operational excellence.\r\n\r\nBased in central Indiana, Sonicu continues its quest for innovation and service, providing effective solutions to challenging problems, monitoring, and measuring everything that’s important.