Order Management Specialist

The Order Management Specialist at Clean Earth is responsible for managing the order-to-cash process, troubleshooting escalated orders, and ensuring timely and accurate billing. Daily tasks involve monitoring open orders, conducting investigations into established delays, and collaborating with multiple teams to resolve discrepancies in documentation. You will also be tasked with facilitating communication between departments and utilizing data to identify areas for continuous improvement.

To be considered for the Order Management Specialist position at Clean Earth, applicants should have either an Associate's degree or at least 2 years of relevant experience in operations, customer service, or billing. Familiarity with tools like Salesforce and advanced skills in Excel are highly desirable. Experience managing projects or working in the hazardous waste industry would be a plus, but a strong ability to analyze data and resolve errors plays a crucial role in succeeding in this position.

Clean Earth takes pride in providing a comprehensive training program for new Order Management Specialists. You’ll receive hands-on training with our internal systems and processes right from day one. In addition to orientation sessions, you will have opportunities to work closely with experienced team members who will share best practices and insights to help you navigate your daily responsibilities effectively.

At Clean Earth, we believe in nurturing talent and providing our employees with the tools they need to grow in their careers. As an Order Management Specialist, you will have access to various career advancement pathways, including opportunities for lateral moves into project management or supervisory roles. Regular performance evaluations and mentorship programs are also in place to support your growth and development within the company.

Clean Earth is dedicated to maintaining a positive work culture that empowers its employees. We prioritize open communication and collaboration across departments, enabling a supportive environment where everyone's ideas and contributions are valued. Our recognition as a 2024 Most Loved Workplace® reflects our commitment to employee satisfaction, professional development, and work-life balance.

When prioritizing tasks, I assess the urgency and impact of the orders that need attention. I utilize a system to categorize tasks based on deadlines and dependencies. By doing this, I can focus on high-priority items first while maintaining clear communication with team members to avoid bottlenecks in the order process.

In a previous role, I encountered a major discrepancy between our order documentation and final billing. I initiated an investigation and realized that some paperwork was missing from our system. Working with the customer and internal teams, I collected the necessary documents, updated our records, and communicated effectively to ensure a seamless resolution, resulting in timely billing and improved client satisfaction.

I have experience using Salesforce for managing customer orders, along with advanced proficiency in Excel for data analysis and report generation. Additionally, I am familiar with common industry systems that track billing processes and manifest discrepancies, which I believe will be beneficial in the Order Management Specialist role at Clean Earth.

In such situations, I would first listen actively to the customer's concerns to fully understand the issue. I’d reassure them that their problem is my priority and that I will work to resolve it promptly. After gathering all relevant information, I would promptly investigate the matter while keeping the customer updated throughout the process until a resolution is achieved.

To ensure order accuracy, I implement a detailed checklist that reviews all documentation associated with each order. This includes verifying quantities, weights, and ensuring that all required signatures are obtained before moving into the billing phase. I regularly collaborate with the billing and operations teams to include their feedback for continual improvement of our processes.

I regularly analyze data from previous orders to identify recurring issues or delays. By developing action plans to address root causes, I can propose changes to our standard operating procedures. I also encourage open dialogue among team members to share suggestions, leading to innovative solutions that improve overall efficiency.

In managing tight deadlines, I would break down the invoicing process into manageable steps and assign priorities to tasks based on urgency. I would coordinate with the team to ensure that everyone is aligned and aware of their responsibilities. By using our established procedures, I can ensure that while meeting the deadline, the accuracy of the invoice remains unchanged.

One of the most challenging aspects is managing unexpected discrepancies that arise late in the order process. When this happens, it's crucial to quickly identify the issues and work closely with other departments to mitigate the impact on timelines. Staying calm under pressure and maintaining proactive communication with all stakeholders is key to overcoming these challenges.

I maintain my motivation by setting small goals and tracking my progress throughout the day. Celebrating achievements, even minor ones, boosts my morale. Additionally, I remind myself of the overall impact our work has on customer satisfaction and the environment, which keeps me engaged and focused.

I am passionate about contributing to a company that prioritizes environmental solutions and employee growth. Clean Earth’s commitment to innovation and creating a positive workplace resonates with my values. I believe that my skills and dedication to accuracy in order management align perfectly with Clean Earth’s mission, and I’m excited about the opportunity to make a meaningful impact.