Senior Order Management Associate

Pay Range: $28.65hr - $33.65hr

Job Overview:

Our client is seeking a Senior Associate, Order Management to support its Department of Defense (DoD) business based in Rochester, NY. The candidate will manage the processing of quotes and sales orders, ensuring compliance with export regulations and pricing policies. This role collaborates with customers and the Sales Team to meet delivery and contract requirements and interprets government contracts and purchase orders for accurate sales order translation. The candidate will review Terms and Conditions (Ts&Cs) and Federal Acquisition Regulation (FAR) clauses to ensure legal compliance across quality, payment terms, pricing, delivery, and packaging. The candidate will also work closely with internal departments to ensure orders are processed accurately and mitigate risks of shipment delays due to incomplete order requirements. Administrative duties include managing customer communications and document control on network drives.

Work Environment:

Computer and desk station setup within a cubicle environment.

Requirements:

• Proficiency with CRM and ERP software.
• Ability to speak with customers directly.
• Experience using Microsoft Word, Microsoft Excel, and Adobe Acrobat Pro.
• Bachelor's degree and a minimum of 2 years of prior related experience, or a Graduate degree/equivalent with 0 to 2 years of prior related experience. In lieu of a degree, a minimum of 6 years of prior related experience will be accepted.

Preferred Qualifications:

• Experience with Oracle CRM/ERP system.
• Previous Department of Defense (DoD) experience, including familiarity with DPAS/FAR clauses.
• Experience with trade, export compliance, or auditing.
• Customer service skills and professional experience.
• Strong written, oral, and organizational skills.
• Ability to work effectively within a team and across multiple teams simultaneously.
• Demonstrated excellent organizational skills and attention to detail.
• Customer focus and courtesy amid frequent interruptions.
• Strong communication skills, commitment to quality, flexibility, and adaptability.
• Professionalism, accessibility, and ability to adapt to changing business needs.
• Ability to interact with all levels of management while maintaining confidentiality.
• Self-starter mindset with a willingness to find solutions when a set process is not readily available.

Essential Functions:

• Provide accurate and timely quotes, responses, and proformas for Requests for Quotes (RFQs), reviewing all quotes for accuracy, pricing, and lead time.
• Assist program management with large RFQ and proposal efforts.
• Obtain delivery quotes from the factory pre-order, enter prospects into the CRM system, and maintain equipment configuration and quantity in the CRM system.
• Book orders into the Oracle ERP system accurately and in a timely fashion to drive product demand and meet program requirements.
• Maintain accurate and complete records of order bookings to ensure traceability required for quarterly financial audits.
• Ensure Operations can fulfill DPAS and government-rated orders on time, communicating any delays to the customer.
• Ensure Operations and Security can properly ship Type-1 equipment without delays.