Order Management Coordinator

Order Management Coordinator

We’re looking for a highly organized, customer-focused Order Management Coordinator to join our Business Operations team. This is a critical role responsible for translating customer needs into actionable quotes, sales orders, and purchasing activities. As the main liaison between the Sales team and internal departments, you’ll play a direct role in driving customer satisfaction and ensuring we deliver on what we promise.

While this role occasionally interacts with external customers, its primary focus is on supporting our internal Sales team—treating them as internal customers and proactively anticipating their needs to help them succeed in the field. Our Sales team operates in a fast-paced, mobile environment, and they rely on this role for accurate, timely, and helpful support. If you’re energized by solving problems, taking initiative, and keeping things moving forward without being asked, we want to hear from you.

This is not a traditional Purchasing or Accounting role, but you will need a working knowledge of these areas. You’ll collaborate closely with AR, AP, and vendors to ensure customer needs are fulfilled accurately and on time—though, you won’t be issuing invoices, managing vendor contracts, or handling collections. You will play a key role in executing on the customer promise while ensuring that internal process and compliance requirements are met.

You’ll need a strong customer service mindset, an ability to anticipate needs, and the drive to keep things moving.

What You'll Do:

• Enter customer sales orders into QuickBooks and ensure all order details are clear, accurate, and complete
• Prepare and issue accurate customer quotes based on sales input and pricing guidelines
• Process purchasing activity related to customer orders (e.g., drop-shipments, project components, consumables)
• Coordinate with internal teams such as Inventory, Production, and Engineering to align on timelines and requirements
• Answer the main phone line and direct calls and provide assistance as needed
• Own the Order Management team queue (inbox and all incoming or flow through requests, tasks, and responsibilities)
• Engage regularly with the Sales Engineers to maintain a direct line of support and understanding of the pipeline and needs of customer accounts
• Attend regular sales funnel meetings and internal team huddles to stay updated on customer priorities
• Monitor fulfillment schedules and provide proactive updates on shipping status, trends, delays, or issues
• Research and data mining as needed
• Assist in managing recurring orders tied to blanket POs or contracts
• Troubleshoot order discrepancies and help facilitate fast resolution with internal stakeholders
• Ensure all actions taken support the smooth execution of the customer experience
  
  

Who You Are:

• Eager to invest in an organization and its mission
• Detail-oriented and skilled in managing multiple priorities at once
• Inquisitive and service-oriented
• Able to communicate clearly across functions and roles
• Able to apply critical thinking and adapt to new circumstances easily
• Motivated by problem-solving and keeping things on track
• Experienced with order management or inside sales support
• Enjoy working within constraints/guardrails while exercising some creative freedoms so that you can own your flow
• Enjoy employing data entry, accuracy, and detail-oriented skills to tasks while also exercising your social muscles and using critical thinking to satisfy requirements in unique circumstances
• Comfortable working in QuickBooks or a similar system
• Familiar with quoting, purchasing, or sales order workflows in a B2B setting
• Strong customer service mindset with the ability to represent the customer internally and ensure their needs are met proactively
• Working knowledge of the order-to-cash process with the ability to proactively address potential pitfalls or delays for full process flow with respect to the customer experience and the company’s interests
• Working knowledge of basic accounting processes—able to identify when AR or AP action is required and coordinate appropriately (e.g., monitoring customer credits, understanding vendor returns)
• Understands and supports the Sales team as internal customers—anticipating needs, taking initiative, and preventing administrative bottlenecks
• General knowledge of supply chain operations and fulfillment best practices

Nice to Have:

• Knowledge of chemicals, consumables, drop-ship logistics, or high-volume order coordination
• Experience working with field service teams, P&Ls, or contract-based recurring billing
• Familiarity with capital projects, BOM-based purchasing, or progress billing processes
  
  

Why Join Us?

• Collaborative, fast-paced environment where your contributions have a direct impact
• Opportunity to work closely with cross-functional teams and become a go-to expert in your area
• Visibility into the full customer journey and the ability to influence outcomes
• Growing company in a niche market focused on environmental protection
• Excellent benefits

• Friendly and fun atmosphere where you are treated as an individual