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Job Location US-IL-Itasca
Status Non-Exempt
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Type Regular Full-Time
Summary
Ordering Specialists act as a liaison between EMKAY and the vehicle manufactures to ensure all new orders are placed accurately. Our customers order thousands of new vehicles each year and it’s up EMKAY to ensure these get handled accurately and efficiently. Ordering Specialists process and maintain records of transactions and provide customer service for the Vehicle Acquisitions department by performing the following duties.
Essential Functions*
*Subject to change based on department and corporate needs.
–Responsible for working with Ford, Chrysler, GM, Nissan, Toyota, Subaru, and Mazda in order to place all factory orders
–Convey relevant information from the Manufacturers to EMKAY’s sales and CSS departments. Examples Include:
- Ordering Guide information: options, packages, standard equipment
- Fleet program incentives
- Pricing changes as they occur
- Web information, dealer information, product availability (efleet inventory)
- Information on delays, cut-off dates, industry updates, etc.
–Complete and edit all new orders within 24 hours of the request
–Monitor the daily 3-day report to make sure orders are not missed
–Run a weekly status exception report to make sure orders are progressing
–Maintain strong relationships with manufacturers’ daily contacts
–Work with clients and EMKAY Client Services to correct miss-ordered vehicles
–Alert clients and EMKAY sales of pertinent changes made by the manufactures
–Answer calls relating to the Purchasing Department
–Maintain and distribute current manufacturing data and ordering guides
–Order and correct inaccurate orders for all manufacturers through the use of their ordering systems (GM Workbench, Ford Concepts, and Chrysler VOIM)
–Ability to order Ford products and acquire key codes through the Ford Concepts program
–Back up the Stock Team to assign drops, dealer installed items, and remedy delivery issues
–Find dealers to take extra vehicles in our inventory “Orphans”
–Monitor client’s manufacturer incentive codes
–Assist in tracking vehicle orders
–Report sales for Chrysler vehicles on a monthly basis
–Apply for Ford fleet incentives and CCI money via Ford website/Concepts/Vincent system
–Maintain a spreadsheet of all Ford retail money applied for
Additional Duties and Responsibilities
–Provide customer service to clients, vendors, and EMKAY employees using a professional, pleasant, and articulate manner of communication
–To provide superior customer service, the employee must be a self-starter, a problem solver, and willing to work in a fast paced environment
–Operate general office equipment such as computers, scanners, calculators, fax and photocopy machines
–Cross-train to perform duties in a backup role for other CSS department personnel and in turn will cross train other employees as a backup for own job duties
–Open and route incoming mail while also preparing materials for outgoing mail
–Ability to ensure all correspondences are EMKAY compliant as outlined in our Marketing Guideline and posted on the intranet
–Willingness to perform other special projects and duties as assigned by management
–Remain flexible and adaptive to changes within the department and organization
Competencies
–Strong verbal and written communication skills
–Ability to work without constant supervision
–Research and problem solving skills
–Ability to anticipate, recognize, and define problems while formulating solutions
–Effectively Interact with customer executives, managers, and vendors
–Decisiveness with ability to discern issues that need to be referred to a supervisor
–General arithmetic skills
Qualifications
To perform this job successfully, an individual must be able to perform each of the aforementioned duties satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required:
The ideal candidate will be extremely detail oriented, well organized, and able to learn how to prioritize work duties. They will also be very reliable and a self-starter who can work with minimal direction. This position requires processing large quantities of work in an error free environment. Computer training or experience with a P/C is required. Must know, or be willing to learn, how to work with Microsoft Excel spreadsheets and word processing. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Foreign language skills are a plus.
Education and Experience
–Minimum of four year degree or equivalent work experience.
–Prior automotive, fleet leasing, office and customer service experience is a plus.
–Word processing training or experience and spreadsheet training or experience helpful.
Certificates, Licenses, and Registrations
None
Hours and Work Schedule
This position is defined at forty hours per week qualifying the employee for the standard benefit package made available to all full-time employees. To start, the work schedule would be one of the following schedules: Monday through Friday 7:15am to 4:00pm; 8:15am to 5:00pm; or 9:15am to 6:00pm with a predetermined 45 minute lunch period. The work schedule may be subject to revision depending upon Department needs. The position requires an exemplary record of attendance and punctuality on the part of the employee.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Corporate Policies
Adherence to all corporate policies outlined in the Employee Handbook, including the following corporate policies:
–Harassment
–Business Ethics of Conduct
–Conflicts of Interest
–Dress Code
–Attendance
–Privacy Statement
–Marketing Guideline
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment of a modern business office building is usually low.
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