Order Management Specialist

Corven Power, Inc Order Management Specialist Job Summary The Order Management Specialist is a critical operations role responsible for managing the end-to-end order fulfillment lifecycle for project-based equipment deliveries. This role serves as the system and process backbone for project delivery, ensuring that all orders are accurately processed, tracked, and documented from order entry through final delivery and archival. The ideal candidate possesses strong knowledge of international trade terms (Incoterms), hands-on proficiency with Microsoft Dynamics 365 (particularly the Project Operations module), and a meticulous approach to documentation and compliance. This role works in close coordination with Project Managers, supply chain teams, and international suppliers to ensure timely, compliant, and audit-ready order execution. The role works closely with Project Managers, supply chain teams, and international suppliers to ensure timely, accurate, compliant, and audit-ready order fulfillment. Responsibilities ERP System Management (D365 Project Operations) Create and manage project-based sales orders, purchase orders, and item requirements within Microsoft Dynamics 365 Project Operations. Configure and maintain material creation rules, item setups, and Bill of Materials (BOM) structures in D365 to align with project-specific delivery requirements. Perform accurate and timely system data entry and updates throughout the project lifecycle, including order creation, project task updates, material requirements, and delivery confirmations. Ensure accurate alignment between project milestones, billing schedules, and system-generated transactions within D365 to support timely and accurate project execution and financial processing. Maintain project master data, financial dimensions, and cost structures within D365 to support accurate project accounting, cost tracking, and management reporting. Generate and maintain regular order status reports, delivery performance metrics, and project dashboards using D365 to provide stakeholders with clear visibility into project and order progress. Order Processing & Fulfillment Receive, review, and process customer purchase orders, ensuring accuracy and completeness of pricing, quantities, delivery terms, Incoterms, payment terms, and other contractual conditions. Create and maintain customer orders within the ERP system, ensuring accurate data entry and compliance with contractual terms, project requirements, and customer-specific processes. Monitor orders throughout the fulfillment lifecycle, from order entry through shipment and final delivery, proactively identifying and resolving delays, discrepancies, and delivery exceptions. Coordinate order revisions, change requests, and cancellations with Project Managers, customers, suppliers, and internal stakeholders to ensure timely and accurate execution. Manage order acknowledgments, confirmations, and status updates, providing clear and timely communication to customers and internal stakeholders regarding order progress, changes, and expected delivery dates. International Trade & Shipping Coordination Apply working knowledge of international trade terms (Incoterms 2020), including EXW, FOB, CIF, DAP, and DDP, to ensure accurate allocation of shipping responsibilities, costs, and risk throughout the order fulfillment process. Coordinate international shipping arrangements with freight forwarders, logistics providers, carriers, and internal logistics teams to support timely, compliant, and cost-effective delivery. Track and monitor international shipments across ocean, air, and inland transportation, proactively communicating shipment status, estimated delivery dates, and potential delays to Project Managers, customers, and internal stakeholders. Prepare, review, and maintain accurate shipping and trade documentation, including commercial invoices, packing lists, bills of landing, certificates of origin, and customs documentation. Coordinate c…

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