Job Description

The Direct Ship Coordinator is responsible for managing the flow of Customer Order to Purchase Order including management from entry to delivery. This role is responsible for working throughout the Customer Service and Commercial organizations to assure that orders are fulfilled, and order disruptions are communicated in a timely manner. The Direct Ship Coordinator will assure that all the processes are completed to assure that invoicing can be completed upon delivery of goods to the Customer.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Order Processing - receiving and reviewing Direct Ship orders that are available in the direct POs workspace in D365 for an assigned set of Principles
• Manage purchase orders to reflect correct data and send to appropriate Principle contact for placement
• Review order acknowledgements sent back from our Principles and communicate confirmed delivery date information to our CSR’s and TSR’s who will communicate with our customers directly
• Expedite receiving of goods where urgency exists
• Work collaboratively with the Direct Ship team to manage workload
• Communicate with and build a team relationship with our Principles, Sales Team, PDM’s, and Customer Service Reps
• Management of order acknowledgements and follow up when not received in a timely manner
• Request invoices, COAs and tracking information after order is scheduled to ship. Utilize all reporting tools provided to stay organized with daily tasks.
• Create the batch (lot number) in D365 and upload the COA to the ERP (D365)
• Properly update orders to start billing process with receipt of tracking number, quantity and cost confirmation or invoice, making sure to have details on cost, quantity and ship date accuracy
• Follow process for coding invoices to assure that accounting can properly invoice.
• Trouble shoot when any customer issues are communicated with the empowerment to decide upon a resolution to the problem and follow through.
• Submit Customer Complaints that occur on Direct Shipments with our Principles and follow through for resolution.
• Communicate with Pricing Team when there is a discrepancy on Direct Ship costs that are not a result of a price increase and need further investigation.
• Continuously work to improve Direct Ship related processes to raise service levels, reduce errors and increase efficiencies.
• Perform other functions of the Direct Ship Team as needed.

Other Responsibilities include (but not limited to)

• Understand and adhere to/follow the department procedures and policies
• Adhere to and support the principles of Responsible Distribution™.
• Assume other activities and responsibilities from time to time as directed.
• Additional responsibilities may be assigned as needed.