Order Specialist

Job Description

Job Description

COMPANY OVERVIEW:

Founded in 1953 Avtron has a long history of manufacturing market leading power test solutions. Now with a global footprint and sales into some of the largest industrial projects, Avtron will continue to push the envelope of what’s possible in the electrical test environment. Avtron Power Solutions manufacture and distribute market leading load bank solutions for mission critical applications. We have the largest portfolio in the industry and can meet the highest load testing standards with our intelligent SIGMA load bank control system.

POSITION SUMMARY: 

The Order Specialist – Sales Order Intake manages front-end sales order intake, purchase order review, order processing coordination, and change order support within the order-to-cash process. This role ensures customer purchase orders, quotations, pricing, delivery requirements, payment terms, shipping instructions, and required documentation are complete and commercially aligned before accurate sales order creation.

This position serves as a front-end commercial quality gate for customer orders, helping reduce rework, prevent downstream order delays, manage commercial risk, and improve customer experience while supporting Sales, Engineering, Customer Success, Finance, Operations, and other cross-functional teams.

This position is based onsite at our Valley View, Ohio facility. Occasional travel (up to 10%) may be required for training, cross‑functional collaboration, or participation in project-related activities.

Key Responsibilities

Sales Order Intake & Commercial Order Processing

• Manage front-end sales order intake for customer purchase orders, ensuring required order information is complete before sales order creation.
• Review customer POs, quotations, pricing, delivery dates, freight terms, payment terms, shipping instructions, and supporting documentation for completeness, alignment, and commercial risk.
• Serve as a commercial quality gate for orders with contractual delivery timelines, hold-for-submittal requirements, release PO requirements, or liquidated damages exposure.
• Escalate incomplete, incorrect, ambiguous, or commercially sensitive order information to the appropriate internal owner or leadership team for timely resolution.

Change Order Management

• Coordinate customer change orders, sales order revisions, and related order updates across Sales, Engineering, Applications, Finance, Operations, and Customer Success.
• Gather cross-functional input to determine feasibility, price impact, delivery impact, documentation requirements, and customer communication needs.
• Create or coordinate updated quotations when required and support accurate ERP/CRM updates after customer acceptance.
• Ensure timely execution of change order updates while minimizing rework, order delays, and downstream customer impact.

Customer & Internal Coordination

• Serve as a second-level escalation point by following up directly with customers when initial outreach has not resolved missing information, clarification needs, PO discrepancies, release PO requirements, or orders on hold for submittals.
• Coordinate with Sales, Engineering, Applications, Customer Success, Finance, Operations, and Customer Onboarding to resolve order intake issues and support accurate order processing.
• Assist the Customer Onboarding team as needed with customer portal registration, vendor onboarding, compliance documentation, and customer setup requirements.

Continuous Improvement & Operational Excellence

• Monitor order intake, order processing, and change order workflows to identify recurring issues, bottlenecks, rework drivers, and process improvement opportunities.
• Partner with SAP, CRM, and business process teams to support system enhancements that improve efficiency, accuracy, reporting, and customer experience outcomes.
• Maintain business-owned governance, documentation, SOPs, work instructions, and process controls related to sales order intake and commercial operations.

MINIMUM QUALIFICATIONS:

QUALIFICATIONS & SKILLS

Required:

• Bachelor’s degree in Business, Operations, Supply Chain, or related field, or equivalent professional experience
• 4+ years of experience in sales operations, commercial operations, order management, order processing, order entry, customer service, inside sales support, or another order-to-cash function
• Working knowledge of customer purchase orders, sales order intake, sales order creation, order entry requirements, change orders, sales order revisions, and customer follow-up processes
• Ability to assess customer POs, quotation details, pricing, delivery requirements, freight terms, payment terms, shipping instructions, and basic contractual language for completeness, accuracy, and commercial alignment
• Strong written and verbal communication skills with the ability to follow up professionally with customers and coordinate effectively with Sales, Engineering, Applications, Customer Success, Finance, and Operations
• Sound judgment and escalation discipline, including the ability to recognize when commercial risk, liquidated damages, delivery timeline exposure, or unclear requirements require leadership or cross-functional review
• Ability to manage multiple open orders, purchase order issues, customer requests, and internal follow-ups while maintaining accuracy, urgency, and clear prioritization
• Experience using ERP, CRM, order management, or workflow tracking systems
• Proficiency with Microsoft Office tools, including Outlook, Excel, Word, and Teams
• Process-oriented mindset with the ability to follow SOPs, maintain documentation, support work instructions, and promote consistent order intake practices

Preferred:

• Experience in manufacturing, industrial equipment, engineered products, power systems, electrical equipment, or another technical order-to-cash environment
• Familiarity with commercial order concepts, including contractual delivery dates, freight terms, hold-for-submittal orders, release POs, change order impacts, and liquidated damages exposure
• Experience coordinating cross-functional inputs from Sales, Engineering, Applications, Finance, Operations, Supply Chain, or Customer Success to resolve order issues
• Experience supporting customer portal registration, compliance documentation, vendor onboarding, customer onboarding, or customer setup activities
• Experience creating or updating quotations, processing change orders, supporting sales order revisions, or maintaining customer order records in an ERP/CRM environment
• Experience with SAP Business One, HubSpot, Smartsheet, Power BI, or similar ERP, CRM, reporting, and workflow tools
• Ability to analyze recurring process issues and recommend practical improvements to reduce rework, delays, order holds, and downstream order risk
• Experience with process improvement methodologies or tools such as Lean, Six Sigma, DMAIC, PDCA, root cause analysis, or continuous improvement