Sales Operations & Order Management Specialist

Job Description

Job Description

Sales Operations & Order Management Specialist
FLSA Status: Non-Exempt (Hourly)

Salary Range : $30 - $36 per hour (Part-Time Approx. 20 hours a week)
Location: NYC (Midtown Area) Hybrid (onsite 4 days a week)

Position Summary

The Order Management & Supply Coordination Specialist is responsible for supporting the efficient execution of customer and supplier transactions by coordinating purchase orders, inventory tracking, supplier communications, and post-shipment reviews. This position serves as a key liaison between Sales, Logistics, Suppliers, Warehouse Operations, and Accounting to ensure accurate order processing, inventory visibility, and timely fulfillment of customer requirements.

The role requires strong attention to detail, organizational skills, and the ability to proactively identify and communicate discrepancies related to pricing, inventory, supplier orders, delivery performance, and transaction records. The successful candidate will contribute to operational efficiency while maintaining a high level of customer and supplier support.

Essential Duties & Responsibilities

• Review customer purchase orders (POs) to ensure pricing, terms, and conditions are accurate and consistent with company requirements.
• Verify inventory availability and maintain the internal inventory management tracking sheet.
• Coordinate supplier payment processes by:

1. Reviewing supplier invoices for accuracy and completeness.
2. Preparing and submitting payment requests to the accounting team (no bookkeeping responsibilities required).

• Perform post-order reviews upon shipment completion to ensure transaction accuracy.
• Review accounts receivable (AR) invoices to verify pricing and margin consistency.
• Identify, investigate, and communicate discrepancies or potential issues to the appropriate team members for resolution.
• Maintain accurate records of transactions, inventory updates, and related documentation.
• Perform additional duties and responsibilities as assigned by management.

Qualifications

Minimum Requirements

• Associate's degree in Business, Supply Chain, Logistics, Operations, or a related field; or equivalent combination of education and experience.
• Minimum 2–4 years of experience in order management, customer service, supply chain, logistics coordination, sales support, or related operational functions.
• Experience working with purchase orders, inventory tracking, invoices, and supplier communications.
• Strong proficiency in Microsoft Excel and Microsoft Office applications.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Preferred Qualifications

• Experience in chemical distribution, manufacturing, or industrial products industries.
• Familiarity with ERP systems, inventory management systems, and order processing software.
• Experience coordinating with suppliers and international business partners.
• Knowledge of inventory control and supply chain processes.

Competency

• Attention to Detail
• Organizational Skills
• Analytical Thinking
• Problem Solving
• Customer Focus
• Supplier Relationship Management
• Communication Skills
• Teamwork and Collaboration
• Time Management
• Process Improvement Mindset
• Accountability and Reliability