Overview:
Support Sales and custom order operations by coordinating vendor quotes, managing order fulfillment, and maintaining accurate records in NetSuite. Ensure clear communication, timely follow-up, and consistent execution from quote request through customer delivery.
Schedule:
- Full-time (Remote)
- 40 hours per week
- 9:00 AM – 17:00 PM EST
Key Responsibilities:
Quoting
- Receive and review custom quote requests from Sales and the website inquiry form, ensuring all required product specifications are present before proceeding.
- Follow up with Sales or customers when specifications are incomplete or require clarification.
- Identify and engage the appropriate vendors based on project requirements; request and track quotes with clear follow-up to ensure timely responses.
- Validate that vendor quotes accurately match the original product specifications before accepting them.
- Enter confirmed quotes into NetSuite for Sales to present to customers.
Order Fulfillment
- Manage the end-to-end fulfilment of approved custom orders, picking up seamlessly when Sales converts an accepted quote into an order.
- Engage vendors to initiate production, confirm specifications, and track lead times against open Sales Orders.
- Coordinate artwork and proof management, including collecting customer files, routing vendor proofs for approval, and obtaining written customer sign-off before production begins.
- Issue and manage Purchase Orders for domestic vendors; hand off overseas orders to the logistics team with complete documentation.
- Maintain accurate, up-to-date records in NetSuite, including artwork approvals, proof files, shipping confirmations, and order status at every key checkpoint.
- Monitor domestic drop-ship orders through to customer delivery, following up with vendors on delays and keeping Sales informed.
- Identify order discrepancies or production issues and resolve them or escalate as needed.
- Follow and help improve department SOPs with a focus on accuracy and process consistency.
Additional Duties:
- Perform other related or ad hoc tasks outside regular duties as may be assigned from time to time.
