Special Order Associate (Procurement)

Job Description

Job Description

Special Order Associate | Temporary with potential for perm

Mahwah, NJ area | On-Site

Monday – Friday | 8am to 5pm

This position is responsible for coordinating special orders, quotes, and customer proposals from the initial request through delivery. The ideal candidate is a strong communicator and problem solver who can manage multiple projects at once, work effectively with different departments, and consistently meet deadlines. This is an excellent opportunity for someone who enjoys a fast-paced, team-oriented environment and takes ownership of projects from start to finish.

Responsibilities

• Serve as the primary point of contact for assigned proposals and special orders
• Coordinate responses to RFPs, RFQs, and RFIs, ensuring all requirements and deadlines are met
• Source products and obtain pricing, availability, and other information needed for customer proposals
• Prepare, review, and submit accurate proposals and quotes
• Enter customer orders and quotes accurately and within established guidelines
• Work closely with Sales, Product, Purchasing, Procurement, Logistics, and other internal departments to complete orders and proposals
• Communicate with customers and internal teams regarding project status, additional information needed, pricing, and delivery expectations
• Follow up on open orders, shipment status, and estimated delivery dates
• Track shipments and proactively communicate any changes or delays
• Maintain accurate product and vendor information, including costs, minimum order quantities, pack sizes, and vendor details
• Assist with product procurement and vendor follow-up
• Work with warehouse personnel and assist with reconciliation of incoming goods when needed
• Maintain and manage stocking and purchasing agreements
• Assist with customer returns and other order-related issues
• Prepare ad-hoc reports and assist with special projects as assigned

Qualifications

• College degree or equivalent combination of education and relevant experience
• Strong organizational and communication skills
• Excellent attention to detail
• Ability to manage multiple projects and priorities simultaneously
• Strong follow-through and ability to meet both regular and unexpected deadlines
• Effective problem-solving skills
• Ability to work independently with minimal supervision while also collaborating effectively with a team
• Strong Microsoft Office skills, including Excel and PowerPoint
• SAP experience is preferred but not required
• Comfortable working in a fast-paced, deadline-driven environment

Ideal Candidate

The ideal candidate is a self-starter, multitasker, and strong communicator who enjoys coordinating projects and working with multiple departments. Experience in customer service, sales support, purchasing, procurement, order management, quoting, or project coordination is a plus.