Expanded Services Coordinator

at  American Business Forms Inc

Summary: This position is responsible for providing quality and efficient support to our sales associates and assist them with marketing strategies and product sourcing, essential for the growth of their business. Process orders on a daily basis by performing data entry function on purchase orders and sales orders based on program requirements. Provide client resolution and satisfaction.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Provide service support to assigned sales associates, and their clients: receiving orders, answering related questions, and resolving issues. Ensure all tasks are completed within specified timeframes.
• Obtain quotes from vendors for new or repeat orders.
• Process PeopleSoft order entry and submission of orders to vendors on a daily basis.
• Follow up with vendors to verify order receipt and to ensure client delivery timeline is met. Track order from production schedule to delivery date of product(s) through use of workflow management system.
• Proof all acknowledgements for correct specifications, costs and ship dates.
• Provide communication to sales and/or customer regarding status of orders, estimated time of arrival (ETA) and tracking information.
• Responsible for order and product inventory; receive and forward documentation and appropriate information to inventory and sales support teams for receipt completion.
• Manage ACEs orders and backorders. Communicate with vendors and customers regarding substitutions or cancellations.
• Follow up with vendor and billing service representative on status of all aged open orders.
• Work closely with Sales Associate to determine best vendor selection of vendor and determine pricing of new orders for client.
• Prepare information for credit memos.
• Manage and take action to reduce accounts receivable aging.
• Ensure thorough understanding of product pricing through use of the ASB negotiated pricing practices.
• Locate products utilizing industry association tools.
• Research and assist in the resolution of problems such as short pays, overpays, delivery errors, and other issues on a daily basis.
• Additional duties as assigned.

EDUCATION AND/OR EXPERIENCE

Required: High school diploma or general education degree (GED); plus at least two to four years experience or education in customer service, accounting, or inventory control and two to four years experience as a Sales Support Representative or combination of both. Preferred: Associate degree in business management, finance, inventory or related field, plus two to three years experiences as a sales support representative or combination of education/experience.

COMPUTER SKILLS

Must possess a strong working knowledge of Microsoft Office programs, understand computer technology and terms and have experience working with internet-based programs and email.

LANGUAGE SKILLS

Ability to read and interpret documents such as procedure manuals, purchase orders, vouchers and invoices. Must be able to effectively provide routine reports and correspondence. Ability to communicate effectively with vendors, customers, fellow employees, management and Sales Associates of organization.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions and percentages.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Provide service support to assigned sales associates, and their clients: receiving orders, answering related questions, and resolving issues. Ensure all tasks are completed within specified timeframes.
• Obtain quotes from vendors for new or repeat orders.
• Process PeopleSoft order entry and submission of orders to vendors on a daily basis.
• Follow up with vendors to verify order receipt and to ensure client delivery timeline is met. Track order from production schedule to delivery date of product(s) through use of workflow management system.
• Proof all acknowledgements for correct specifications, costs and ship dates.
• Provide communication to sales and/or customer regarding status of orders, estimated time of arrival (ETA) and tracking information.
• Responsible for order and product inventory; receive and forward documentation and appropriate information to inventory and sales support teams for receipt completion.
• Manage ACEs orders and backorders. Communicate with vendors and customers regarding substitutions or cancellations.
• Follow up with vendor and billing service representative on status of all aged open orders.
• Work closely with Sales Associate to determine best vendor selection of vendor and determine pricing of new orders for client.
• Prepare information for credit memos.
• Manage and take action to reduce accounts receivable aging.
• Ensure thorough understanding of product pricing through use of the ASB negotiated pricing practices.
• Locate products utilizing industry association tools.
• Research and assist in the resolution of problems such as short pays, overpays, delivery errors, and other issues on a daily basis.
• Additional duties as assigned