The position of a Customer Purchase Order Coordinator at Malin is responsible for obtaining, tracking, and validating customer purchase orders for all Field Service work orders that are for a PO required customer account. This role works closely with our customers and internal departments to resolve discrepancies, track PO status, and support a smooth invoicing process. Strong attention to detail and communication skills are essential.
Key Responsibilities:
- Request, collect, and validate purchase orders (PO’s) from customer prior to invoicing
- Ensure all PO’s are aligned with the agreed pricing, contract terms, and scope of services provided
- Communicate with customers to clarify discrepancies or obtain missing information related to PO’s
- Maintain an organized and up to date spreadsheet of work orders needing PO’s and communication emails with our customers
- Maintain the PO inbox in Outlook and send PO’s to other depts. if applicable
- Collaborate with our internal depts. on customer questions and escalation processes
- Track PO balances to ensure available funding before billing additional amounts
- Assist with keeping our customer accounts and notes up to date as customer requirements / contacts change
- Assist with resolving invoice disputes or delays caused by missing or incorrect PO’s
- Provide support during audits by supplying PO documentation and email records
- Identify process improvements to enhance PO management and billing efficiency
Education:
High School Diploma or GED required
Qualifications:
- A high school diploma.
- Prior billing experience and knowledge of purchase orders is preferred, but not required.
- Good data analysis and problem-solving capabilities.
- Ability to meet assigned deadlines.
- Excellent oral and written communication skills.
- Detailed oriented with strong organizational and problem-solving capabilities.
- Strong Microsoft Excel skills, experience using cloud-based software.
- Ability to act and operate independently with minimal daily direction from manager to accomplish objectives.
- Ability to work cooperatively with all levels of employees, management, and external agencies to maximize performance, creativity, problem solving and results.
- Adept at managing multiple projects simultaneously.
- A genuine desire to provide value and aid to our customers.