Administrative Assistant 3
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Job Location:
Hoffman Estates, IL - USA
Monthly Salary:
Not Disclosed
Posted on:
3 hours ago
Vacancies:
1 Vacancy
Job Summary
| Title: | Order Management Specialist |
| Duration: | 12 Months (POSSIBLE EXTENSION) |
| Location: | Hoffman Estates 60192(HYBRID) |
IF Hoffman located in office 3 days (tues-Thurs) otherwise wfh.
Job Summary/Basic Function:
Order-to-Cash Operations Specialist will serve as a dedicated process owner bridging the gap between order acceptance and invoice readiness on large complex customer accounts. This will solve a critical need while longer-term system enhancements are developed.
This role must have a vast understanding of order-to-cash workflows cross-functional coordination and customer-facing communication and is comfortable operating in an environment where business judgment is used not just process execution is required. This role works upstream of collections focusing on invoice accuracy payment terms alignment and proactive customer communication to reduce preventable delays and support healthy cash flow.
Success in this role is measured by improved invoice accuracy and timeliness across the manageable customer base reduction in preventable payment delays and clean handoffs to collections not by overall DSO metrics that are influenced by chronic late-payer behavior outside the scope of this role.
% of Time Accountability
40%
Serve as a single consistent customer touchpoint for large and complex orders communicating shipment schedules invoicing cadence and payment expectations from order acceptance through final delivery. Follows compliance practices and corporate policies internal controls and Sarbanes-Oxley Act.
Manage pre-invoice readiness activities including special payment term requests partial shipment alignment and pre-approval steps ensuring invoices are accurate and dispute-free before they are issued.
20%
Coordinate across Sales Operations Credit and Collections to clarify handoffs resolve upstream process gaps and ensure all parties are aligned on order and payment timelines.
10%
Support manual invoicing processes on multi-line and TSO orders where staggered factory delivery schedules require partial invoice management and careful reconciliation.
Support any non-SAP automatic invoicing processes for PA business including EAG equipment orders and Welding Direct Build Cell projects.
10%
Identify and flag order or documentation issues early in the cycle that could cause downstream invoice disputes or payment delays.
20%
Maintain accurate records of order status invoice activity and customer communication to support Collections once invoices are finalized and ownership transfers.
Contribute to process documentation and improvement efforts including supporting the refinement of the end-to-end order-to-cash process map to reflect current operating procedures.
Other duties as assigned
Basic Qualifications
Education and Experience
BS/BA Degree in a business/financial area or equivalent experience preferred.
3 5 years of experience in order-to-cash billing operations accounts receivable or a related finance/operations function.
Demonstrated ability to manage complex high-value customer accounts requiring cross-functional coordination and proactive communication.
Experience with manual invoicing processes and an understanding of how factory or supply chain variability impacts billing cycles.
Strong written and verbal communication skills with the ability to engage customers professionally on sensitive payment and invoicing topics.
Proficiency in SAP/ERP system and/or S/4HANA preferred.
Ability to work independently with some supervision exercise business judgment and manage competing priorities in a fast-paced environment.
Key Competencies
Strong communication skills excellent interpersonal skills and customer service skills required.
Excellent oral and written communications skills.
Bi-Lingual (English/Spanish) beneficial.
Must be team oriented and team contributor.
Must be proactive and collaborative.
Take a professional interest in helping the team achieve operational excellence; be communicative and responsive and work together to improve service
Order-to-Cash Operations Specialist will serve as a dedicated process owner bridging the gap between order acceptance and invoice readiness on large complex customer accounts. This will solve a critical need while longer-term system enhancements are developed.
This role must have a vast understanding of order-to-cash workflows cross-functional coordination and customer-facing communication and is comfortable operating in an environment where business judgment is used not just process execution is required. This role works upstream of collections focusing on invoice accuracy payment terms alignment and proactive customer communication to reduce preventable delays and support healthy cash flow.
Success in this role is measured by improved invoice accuracy and timeliness across the manageable customer base reduction in preventable payment delays and clean handoffs to collections not by overall DSO metrics that are influenced by chronic late-payer behavior outside the scope of this role.
% of Time Accountability
40%
Serve as a single consistent customer touchpoint for large and complex orders communicating shipment schedules invoicing cadence and payment expectations from order acceptance through final delivery. Follows compliance practices and corporate policies internal controls and Sarbanes-Oxley Act.
Manage pre-invoice readiness activities including special payment term requests partial shipment alignment and pre-approval steps ensuring invoices are accurate and dispute-free before they are issued.
20%
Coordinate across Sales Operations Credit and Collections to clarify handoffs resolve upstream process gaps and ensure all parties are aligned on order and payment timelines.
10%
Support manual invoicing processes on multi-line and TSO orders where staggered factory delivery schedules require partial invoice management and careful reconciliation.
Support any non-SAP automatic invoicing processes for PA business including EAG equipment orders and Welding Direct Build Cell projects.
10%
Identify and flag order or documentation issues early in the cycle that could cause downstream invoice disputes or payment delays.
20%
Maintain accurate records of order status invoice activity and customer communication to support Collections once invoices are finalized and ownership transfers.
Contribute to process documentation and improvement efforts including supporting the refinement of the end-to-end order-to-cash process map to reflect current operating procedures.
Other duties as assigned
Basic Qualifications
Education and Experience
BS/BA Degree in a business/financial area or equivalent experience preferred.
3 5 years of experience in order-to-cash billing operations accounts receivable or a related finance/operations function.
Demonstrated ability to manage complex high-value customer accounts requiring cross-functional coordination and proactive communication.
Experience with manual invoicing processes and an understanding of how factory or supply chain variability impacts billing cycles.
Strong written and verbal communication skills with the ability to engage customers professionally on sensitive payment and invoicing topics.
Proficiency in SAP/ERP system and/or S/4HANA preferred.
Ability to work independently with some supervision exercise business judgment and manage competing priorities in a fast-paced environment.
Key Competencies
Strong communication skills excellent interpersonal skills and customer service skills required.
Excellent oral and written communications skills.
Bi-Lingual (English/Spanish) beneficial.
Must be team oriented and team contributor.
Must be proactive and collaborative.
Take a professional interest in helping the team achieve operational excellence; be communicative and responsive and work together to improve service
