Order Fulfillment Specialist II
Position Summary
We are seeking a detail-oriented Order Fulfillment Specialist II to coordinate the full customer order fulfillment process, from purchase order receipt and order entry through production scheduling, inventory flow, shipment coordination, and final delivery. This role serves as a key connection between customers, sales, production, warehouse, inventory, and shipping teams to ensure orders are processed accurately, prioritized effectively, and fulfilled on time.
The ideal candidate is highly organized, customer-focused, and comfortable working in ERP systems such as DiSys AS400 and Sage. This individual can balance customer commitments, production capacity, inventory availability, and continuous process improvement in a fast-paced manufacturing environment.
Essential Duties and Responsibilities
Order Management
- Receive, review, and process customer purchase orders.
- Enter and maintain customer sales orders accurately within DiSys AS400 and Sage.
- Verify pricing, quantities, delivery requirements, and customer-specific instructions.
- Generate and distribute order acknowledgments to customers.
- Monitor order status and communicate updates as needed.
- Resolve order discrepancies by coordinating with internal departments and customers.
- Maintain accurate customer and order records.
- Coordinate order fulfillment activities across customer service, production, inventory, warehouse, and shipping functions to support accurate, timely completion of customer orders.
- Identify potential delays, material constraints, or scheduling conflicts and proactively communicate risks, priorities, and recommended solutions.
Customer & Sales Support
- Serve as a primary point of contact for customer inquiries regarding orders, deliveries, and product availability.
- Provide timely responses to customer requests and concerns.
- Build positive relationships with customers through professional and responsive communication.
- Coordinate with the sales team to support customer requirements and expectations.
Production Scheduling & Inventory Flow
- Coordinate with production teams to confirm order priorities, production timelines, and schedule changes that may affect customer commitments.
- Monitor inventory availability, finished goods movement, and material flow to support accurate order planning and fulfillment readiness.
- Partner with warehouse and inventory teams to align stock levels, production output, and shipping schedules with customer delivery requirements.
- Escalate inventory shortages, production constraints, or fulfillment risks and support follow-up actions to help minimize delivery delays.
Shipping & Logistics Coordination
- Coordinate shipment schedules with warehouse, production, and transportation providers.
- Prepare shipping documentation, including Bills of Lading (BOLs), packing lists, and related paperwork.
- Verify shipment details for accuracy and compliance with customer requirements.
- Track shipments and communicate delivery updates when necessary.
- Assist in resolving shipping, freight, and delivery issues.
- Work closely with carriers and internal teams to ensure on-time delivery performance.
Administrative Support
- Maintain system accuracy regarding order, shipment, and customer data.
- Generate reports related to order status, backlog, shipping activity, and customer service metrics.
- Support continuous improvement initiatives related to order processing and customer satisfaction.
- Recommend and support process improvements that increase order accuracy, reduce fulfillment delays, improve inventory visibility, and strengthen cross-functional communication.
- Assist with other administrative and customer service responsibilities as assigned.
Qualifications
- High school diploma or equivalent.
- 3+ years of experience in customer service, order entry, sales support, logistics coordination, or a related role.
- Experience working within ERP systems; experience with AS400 and/or Sage preferred.
- Working knowledge of inventory flow, order fulfillment coordination, production scheduling, or supply chain coordination in a manufacturing or distribution environment.
- Strong data entry accuracy and attention to detail.
- Excellent written and verbal communication skills.
- Strong organizational and time management abilities.
- Proficiency with Microsoft Office, particularly Excel and Outlook.
- Ability to manage multiple priorities in a deadline-driven environment.
Preferred
- Experience in a manufacturing, industrial, distribution, or wholesale environment.
- Knowledge of shipping documentation, Bills of Lading, freight terms, and transportation coordination.
- Experience working with common carriers, LTL shipments, and freight scheduling.
- Strong understanding of end-to-end order fulfillment, inventory flow, production coordination, and supply chain processes.
- Associate degree in Business, Supply Chain, Logistics, or a related field.
Key Competencies
- Customer Focus
- Attention to Detail
- Problem Solving
- Accountability
- Planning & Organization
- Communication Skills
- Team Collaboration
- ERP System Proficiency
- Sense of Urgency
- Process-Oriented Mindset
Success Measures
A successful candidate will:
- Process customer orders accurately and timely.
- Maintain high customer satisfaction through responsive communication.
- Ensure order acknowledgments are sent promptly.
- Coordinate shipments with minimal errors.
- Help achieve on-time delivery performance goals.
- Maintain accurate data within AS400 and Sage systems.