About the Company
We are a US-based importer and distributor of door hardware, doors, and kitchen and bath products. We sell to major national home improvement retailers and their professional and MRO supply divisions, along with wholesale distributors across the US. Our B2B and pro business is growing quickly, and we're adding a specialist to keep orders flowing accurately from purchase order to payment.
Summary
This role owns the order-to-cash flow for our pro and B2B accounts. You'll manage EDI transactions between our ERP and customer portals, keep item data clean so orders process without manual fixes, manage open and backordered orders with the warehouse, and support customers and sales reps by phone and email (MS Outlook).
Responsibilities
EDI & Systems
• Monitor and process the full EDI cycle: purchase orders (850), PO changes (860), acknowledgments (855), advance ship notices (856), invoices (810), inventory feeds (846), and functional acknowledgments (997).
• Make sure every transaction flows between our ERP, EDI provider, and customer portals, and troubleshoot rejected, failed, or missing documents quickly.
• Maintain accurate item data across systems, including SKUs, UPCs, cost, pack quantities, dimensions, and lead times, to prevent rejections, chargebacks, and compliance issues.
• Work with customer EDI and vendor-setup teams on testing, new item setups, and connectivity issues.
Order Management
• Review incoming orders for price, availability, item and finish accuracy, and required ship dates.
• Enter and send sales rep orders to the warehouse accurately and on time.
• Analyze the open order report daily, prioritize backorders, and release them to the warehouse as inventory arrives.
• Follow up with the warehouse, shipping, and carriers to expedite or trace late or missing shipments, and keep customers informed of delays.
Customer Service & Administration
• Answer customer calls and emails about order status, product features, availability, pricing, and ship dates.
• Provide proofs of delivery, tracking, and order documentation on request.
• Support collections by following up on past-due invoices, matching remittances, and resolving short pays and deductions.
• Handle returns, exchanges, refused orders, and order discrepancies under company policy, and escalate non-routine issues to management.
Key Qualifications
• Bachelor's degree in business, supply chain, or a related field, or equivalent experience.
• 2–4 years in order management, EDI coordination, or customer service at a distributor, manufacturer, or retail vendor.
• Hands-on experience with EDI transaction sets (850/855/856/810) and an ERP system. Experience with Sage, SPS Commerce, TrueCommerce, or similar platforms is a plus.
• Experience with large retailer or distributor vendor portals is strongly preferred.
• Advanced Excel skills (pivot tables, XLOOKUP/VLOOKUP, working with large data sets) and proficiency in Outlook.
• Basic knowledge of accounts receivable and collections.
• Strong written and spoken English. You'll communicate daily with US customers and teams.
• Very detail-oriented, since one wrong field can stop an order.
• Able to manage several priorities and deadlines in a fast-moving environment.
• Self-starter who takes ownership, accepts feedback, and works well with a team.
• Sense of humor and a passion for what you do.
