Order Management Coordinator
 Vaco | |
$25.00 - $26.00 / hr
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401(k), retirement plan
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 United States, Florida, Jacksonville | |
 Mar 03, 2026 | |
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Vaco is hiring for an Order Management Coordinator in Jacksonville, Florida. This is a contract to hire position that sits fully onsite.
POSITION SUMMARY: Responsible for managing and overseeing the order cycle for inbound sales orders, ensuring accuracy and timely processing of orders. Communicate effectively with customers and internal departments to address inventory issues, order changes and specials requests, working collaboratively towards resolution. Support sales initiatives and cross-functional tasks as needed, consistently delivering the highest standard of customer service. ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES: * Receive and respond to inquiries from customers, sales groups and/or internal operational groups with professionalism ensuring prompt and efficient resolution of requests. Assist customers with product imprinting information, pricing quotes, rush requests, new account process and special promotions. * Process orders received via email and/or customer portal ensuring the artwork creation process is completed, pricing has been audited, and special instructions have been added prior to releasing orders. * Identify and resolve issues throughout the order process, including but not limited to shipping delays, product shortages, pricing discrepancies and artwork corrections. Act as the main liaison between customers and internal partners, driving issues to full resolution. Communicate proactively and collaborate to prevent potential roadblocks in the process. * Develop and maintain current process documentation detailing customer-specific exceptions and other relevant information required to accurately perform job tasks, in alignment with department SOP guidelines. * Establish and maintain effective working relationships and communication within the department and across the organization, while maintaining professional competence, knowledge, and skills necessary to successfully fulfill all assigned responsibilities. * Process new account applications ensuring all proper documentation is received prior to account approvals. Support account master maintenance for active accounts related to payment terms, addresses and invoicing instructions. Utilize customer web portals as needed to confirm purchase orders, shipment details, and invoicing information. * Process all post-shipment requests promptly, including researching and processing returns, credit adjustments and bill-only transactions. * Maintain awareness of customer specific requirements for shipments to proactively avoid any potential roadblocks and meet OTD for the customer. * Cross train and provide backup for other team members to cover during vacations or time off. EDUCATION AND EXPERIENCE REQUIREMENTS: Associate degree plus up to four years related experience in a consumer-packaged goods environment. Order management experience with ERP systems highly preferred. SKILLS REQUIRED: Ability to communicate clearly, confidently, and effectively across all levels of the organization. Demonstrates strong organizational skills with the ability to multi-task, prioritize and manage time effectively. Completes tasks with a sense of urgency while maintaining composure in stressful situations. Must have a command of the English language. Possesses strong analytical and problem-solving skills. Solid computer skills, including MS Office Suite and Adobe. Ability to work in a collaborative environment. Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products. Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses. | |