Order Management Representative at IVCI, LLC – Hauppauge, New York

IVCi is a leader in the Unified Communications, Collaboration and Audio-Visual Integration industries. We provide solutions to corporate, educational, and government markets across the US and the world. Our services aim at achieving client goals by focusing on the desired end user experience. As a leader in the industry, we constantly adapt to modern technologies and are looking for qualified individuals to join our growing team to support our efforts.

Creating and maintaining Sales Orders, Purchases Orders, and Credit Returns are paramount in this role. In addition, working with IVCis accounting software to ensure that all our orders are entered accurately and in a profitable manner are key aspects of this position. You will perform the following duties:

Review contracts and order paperwork for completeness and accuracy.

Enforce company and departmental standards on orders as necessary.

Accurate and timely entry of customer's orders into IVCis accounting software.

Maintain customer data files and leverage this data to assist with assessing terms and purchasing requirements for a given company.

Ensure the flow of data via internal order routing is operating properly and without error.

Innovate to create cleaner orders and smoother processing for our internal employees.

Help document best billing practices to promote consistency in how we manage the various requests.

Maintain the product catalog, including initial upload and periodic updates.

Follow-up on orders and communicate any updates to the internal customer in a timely manner.

Process internal requisitions and issue purchase orders while ensuring they are allocated to the proper budgets and teams.

Ensure that purchases come in at or below budget for our projects.

Price out large projects to ensure maximum savings using rebates, special terms, bulk buying, and other purchasing techniques.

Trace shipments that are delayed and/or missing.

Prepare standard and ad hoc reports for the department as required.

Coordinate returns of purchased goods as needed.

Perform additional duties and projects as assigned by management.

Organize and execute multiple tasks by the respective deadline.

Help innovate within our department to grow IVCi.

Answer emails from the shared Orders inbox.

Maintain a positive, collaborative work environment where employees are empowered to excel in their respective roles.

Minimum one (1) three (3) years experience as in an Order Management or Procurement position.

Microsoft Office proficiency and an understanding of formulas in Excel.

Critical thinking capabilities and ability to work well under pressure and meet deadlines in a high-volume environment; must have commitment to quality, process improvement and contributing to efficient operations.

Excellent verbal and written communication skills. Proven presentation skills and the ability to communicate effectively with all levels of the organization.

Ability to multitask, prioritize and problem solve while providing excellent customer service.

Strong analytical skills, organization and attention to numerical detail and financial information.

Must meet performance standards including attendance and punctuality.

An understanding of the basic purchasing terms and contracts.

Very proactive work ethic, and the ability to adapt to organizational growth.

Confidence and maturity to enforce company policies.

Previous experience with an SAP/ERP system.

IVCi is an Equal Employment Opportunity Employer. We encourage veterans, seasoned professionals, and those returning to the workforce from unemployment or planned breaks to apply.