Order Operations Specialist

JOB SUMMARY:

The Order Operations Specialist is responsible for the accurate setup, validation, and execution of client orders. This role ensures that all order details are complete, accurate, and aligned with production and vendor requirements to enable seamless fulfillment.

This position owns end-to-end order execution within systems—from order entry through billing—and serves as a key partner in ensuring operational accuracy and efficiency.

ESSENTIAL FUNCTIONS:

· Enter and manage orders in ERP systems with complete and accurate details, including:

o Product SKUs, quantities, and variants (e.g., sizes, colors)

o Imprint methods, locations, and specifications

o Pricing, margins, and applicable fees

· Create and maintain item records within the system

· Validate all order components for accuracy, completeness, and compliance

· Attach and verify artwork files and approved proofs

· Create replenishment quotes for Account Director (AD) approval and process orders upon approval

· Manage production from order receipt through billing

· Coordinate with vendors, decorators, and internal production teams

· Issue purchase orders and confirm inventory availability and production timelines

· Identify, escalate, and resolve discrepancies (e.g., pricing, artwork, inventory, shipping)

· Manage open order lines and ensure timely resolution

· Track orders and provide updates to client-facing teams and/or clients

· Partner with internal teams to ensure alignment and execution

· Conduct billing research and support order closure

· Support resolution of open order line issues

· Manage quoting, production, and execution for replenishment products with AD/AM approval

· Serve as a subject matter expert (SME) for e-commerce order setups