Order Management Coordinator

Order Management Coordinator

The Order Management Coordinator serves as a key liaison between Rehlko, distributors, and customers, providing exceptional customer service and supporting the efficient execution of the end-to-end order-to-cash process. This position is responsible for managing customer orders from quotation and order entry through shipment and post-sale support, ensuring accuracy, timely fulfillment, and effective communication throughout the order lifecycle.

The Order Management Coordinator partners closely with Sales, Finance, Logistics, Customer Service, and other cross-functional teams to coordinate order fulfillment, resolve issues, maintain accurate customer and order information, and support established service-level expectations. This role also contributes to operational excellence by identifying process improvements, maintaining compliance with departmental policies and procedures, and supporting consistent customer experience.

Work mode: Hybrid-3 days a week (Tuesday, Wednesday, Thursday)

Work Location: 200 Twin Oaks Road Kohler WI

Applicants must be authorized to work in the US without requiring new or transfer visa sponsorship now or in the future

Key Responsibilities

• Create customer quotations in SAP and convert approved quotations into accurate sales orders as required.
• Process and manage customer purchase orders in SAP, ensuring accurate pricing, payment terms, delivery requirements, and compliance with Sales Administration policies and procedures.
• Create and manage outbound deliveries and shipments in SAP to support established service-level expectations and customer delivery requirements.
• Monitor order backlog, order status, and aged orders; proactively identify and resolve routine order holds, delays, discrepancies, and other issues that may impact timely shipment or order closure.
• Obtain and evaluate freight quotations and accurately apply freight charges to SAP sales orders in accordance with established rates, contracts, and internal policies.
• Conduct routine freight audits to identify discrepancies, validate charges, and support accurate billing and cost management.
• Maintain accurate and timely customer, order, shipment, and account information across SAP, Salesforce, Smartsheet, Microsoft Access, and other applicable business systems.
• Maintain customer master data, shipping instructions, Incoterms, export compliance information, and customer-specific delivery requirements.
• Support post-sale activities, including invoice discrepancy resolution, product returns, freight damage claims, short-shipment investigations, and other customer-related issues.
• Conduct regular order audits to ensure accuracy, compliance, and adherence to established processes and documentation standards, including reviewing orders processed by new Service Center associates.
• Provide backup support for assigned secondary accounts to ensure continuity of customer service and order management activities.
• Follow established Sales Administration policies and procedures related to pricing, order entry, order modifications, cancellations, documentation, and customer account management.
• Under the guidance of the Senior Sales Coordinator, accurately route progress payments and support account reconciliation activities as required.
• Collaborate with internal stakeholders across Sales, Finance, Logistics, Customer Service, and other functions to resolve order, shipment, billing, and customer service issues.
• Identify process gaps, recurring customer concerns, and operational inefficiencies and contribute to continuous improvement initiatives that enhance operational efficiency, order accuracy, and customer satisfaction.
• Support onboarding, training, and knowledge transfer for new Sales Coordinators and other team members as assigned.
• Provide a high level of customer service through timely, accurate, and proactive communication with customers, distributors, and internal stakeholders.
• Perform other related duties and responsibilities as assigned.

Education and Experience Requirements

• Bachelor's degree in business administration, Supply Chain Management, Logistics, Operations, Finance, or a related field or equivalent 3-5 years of order management/SAP work experience may be considered.
• Demonstrated, hands-on experience with SAP, preferably within Sales and Distribution (SD) and order-to-cash processes.
• Experience managing the end-to-end customer order lifecycle, including quotation, order entry, backlog management, shipment coordination, order auditing, discrepancy resolution, and post-sale support.
• Demonstrated ability to analyze and resolve order-related issues, including pricing discrepancies, delivery delays, order holds, system errors, and documentation issues.
• Experience performing order audits, freight audits, data validation, and reconciliation activities to ensure accuracy and compliance with established policies and procedures.
• Proficiency in Microsoft Excel, including the ability to support reporting, reconciliation, data analysis, and order-related tracking activities.
• Experience working across multiple business systems, preferably including SAP, Salesforce, and reporting or workflow platforms such as Smartsheet.
• Strong written and verbal communication skills with the ability to effectively interact with customers, distributors, and cross-functional stakeholders.
• Demonstrated ability to manage multiple accounts, competing priorities, and time-sensitive customer requirements in a fast-paced environment.
• Strong organizational skills and attention to detail, with a demonstrated commitment to accuracy and customer service.
• Proven ability to work independently while effectively collaborating with cross-functional teams.
• Experience training, mentoring, or supporting the onboarding of team members is preferred.
• Strong analytical and problem-solving skills, with the ability to identify root causes, resolve issues, and recommend process improvements.

The Hourly range for this position is $25.55-$31.95. The specific Hourly rate offered to a candidate may be influenced by a variety of factors including the candidate's experience, their education, and the work location.