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Job Title: Order Management Specialist

Job Description

We are seeking a dedicated Order Management Specialist to join our team. This role is essential in ensuring accurate sales order processing, invoicing, and fulfillment. You will be responsible for managing inventory, providing excellent customer service, and maintaining accurate records. This position offers a chance to be part of an inspiring and growing non-profit organization with opportunities for growth.

Responsibilities

+ Ensure sales orders for all contracts are accurate and adhere to specific price and terms prior to fulfillment.

+ Verify invoices include required seller, buyer, transaction, financial, and other important details.

+ Work with the AR Staff Accountant to develop a fulfillment calendar for advertised institutes and complete the order management, expenses allocation, and fulfillment cycle on schedule.

+ Complete the order management, invoicing, and fulfillment cycle for all retail orders within 24 work hours of the order.

+ Monitor book order emails and phone lines, processing every order within 2 hours of receipt.

+ Post invoices after shipment to recognize sales and revenue for retail orders paid by credit card or ACH.

+ Process reseller orders within 24 hours, monitor major reseller portals, and respond to actions as necessary.

+ Communicate with resellers and provide clear, accurate updates to the supervisor.

+ Provide prompt responses and solutions to customer and reseller inquiries in a professional manner.

+ Monitor and manage product inventory levels weekly, working closely with the supervisor.

+ Support staff accountant in annual depreciation reporting and conduct annual asset inventory.

Essential Skills

+ Administrative Support

+ Attention to Detail

+ Good Communication Skills

+ Customer Service

+ Microsoft Office

+ Office Management

+ Administrative Assistance

+ Data Entry

Additional Skills & Qualifications

+ Two-year degree in accounting or related field preferred or HS diploma with 2+ years in a finance department or as a finance clerk.

+ Proficient in NetSuite or must develop proficiency within 60 days.

+ Complete NetSuite SuiteFoundation within 45 days and certification within 180 days.

+ Complete AP/AR training within 90 days to 1 year of employment.

+ Proficient in MS Word and Google Suite; Excellent in Excel; Prior experience with Salesforce is a plus.

+ Effective writing skills, positive interpersonal skills, and a growth mindset.

+ Work is consistently accurate and error-free.

+ High accountability for performance and ability to receive and apply performance feedback.

Pay and Benefits

The pay range for this position is $19.00 - $19.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Turners Falls,MA.

Application Deadline

This position is anticipated to close on Oct 30, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.