Position Summary

Key Responsibilities

• Process client orders for hardware, software, licenses, cloud services, supplies, and accessories.
• Create, review, and maintain sales orders, purchase orders, return authorizations, vendor return authorizations, and related transaction documentation.
• Submit purchase orders to vendors and distributors, confirm receipt, verify pricing, availability, shipping details, and expected delivery dates.
• Obtain order confirmations, tracking information, serial numbers, license details, and other required fulfillment documentation.
• Monitor open orders, backorders, partial shipments, delayed items, drop shipments, and other outstanding fulfillment activity.
• Follow up consistently with vendors, distributors, carriers, clients, and internal teams until each order or return is fully resolved.
• Provide timely order status updates to project managers, technical teams, account teams, and other stakeholders.
• Process client and vendor returns, including return eligibility review, return authorization requests, shipping coordination, credit tracking, and transaction closure.
• Coordinate warranty claims, replacement requests, damaged shipment claims, lost package investigations, and order discrepancy resolution.
• Investigate issues involving incorrect items, missing products, duplicate shipments, pricing variances, unfulfilled line items, incomplete tracking, or automation exceptions.
• Document all communication, status updates, approvals, tracking details, and resolutions within the appropriate systems and transactions.
• Review open order and return queues regularly to identify items requiring follow-up, escalation, correction, or closure.
• Work with Accounting to confirm vendor credits, client credits, freight charges, restocking fees, and other return-related financial adjustments.
• Maintain accurate records and ensure all transactions comply with internal purchasing, fulfillment, return, and approval procedures.
• Assist with process improvements that increase order accuracy, improve visibility, reduce delays, and strengthen documentation.
• Provide backup support to other members of the Sales Operations and Logistics team as needed.

Qualifications

• One to three years of experience in order processing, purchasing, logistics, returns administration, customer service, sales support, or a related role preferred.
• Exceptional attention to detail with a strong commitment to accurate data entry and documentation.
• Strong organizational and time management skills with the ability to manage multiple open items and competing priorities.
• Proactive follow-up habits and the ability to take ownership of issues through completion.
• Strong critical thinking, investigative, and problem-solving skills.
• Clear, professional written and verbal communication skills.
• Ability to remain calm, organized, and responsive in a fast-paced, deadline-driven environment.
• Comfort working with vendors, distributors, clients, carriers, and internal departments.
• Proficiency with Microsoft 365 applications, including Outlook, Excel, Word, and Teams.
• Experience with NetSuite, ERP systems, purchasing platforms, ticketing systems, or order management systems is a plus.
• Interest in technology, computer hardware, software licensing, and supply chain operations is preferred.

Core Competencies

• Order accuracy and transaction management
• Return and warranty processing
• Follow-up and ownership
• Issue investigation and resolution
• Vendor and client communication
• Documentation and record maintenance
• Prioritization and deadline management
• Process improvement and teamwork

Why Flexible IT

Compensation and Benefits

• Health insurance
• Paid time off
• Retirement savings plan
• Training and professional development opportunities