Office Beacon LLC
Description Job Summary Office Beacon is seeking a detail-oriented and customer-focused Facilis Customer Representative with strong hands-on experience using the Facilis Order Flow System. The ideal candidate will have 2–3 years of experience in the promotional products industry and a proven track record in order entry and end-to-end order management. The primary responsibility of this role is to accurately process, manage, and monitor customer orders throughout the entire order lifecycle—from order entry through shipment and delivery. Working closely with Sales Representatives, suppliers, and customers, the Facilis Customer Representative ensures orders are entered accurately, processed efficiently, and delivered on time while providing exceptional customer service and sales support. Success in this role requires exceptional attention to detail, excellent communication skills, strong organizational abilities, and the ability to manage multiple orders in a fast-paced environment. Key Responsibilities Order Entry & Order Management (Primary Responsibility) - Accurately process customer orders using the Facilis Order Flow System, ensuring all order information is complete, accurate, and processed within established turnaround times. - Manage the complete order lifecycle from order entry through production, shipment, and final delivery. - Review submitted orders to verify artwork, product specifications, pricing, delivery timelines, and overall order accuracy. - Identify incomplete or inaccurate orders and communicate required corrections to Sales Representatives before processing. - Create and issue purchase orders and artwork to suppliers through Facilis and Syncore, as applicable. - Generate packing slips, backorders, and other required order documentation. - Update Job Tracker notes, follow-up dates, and order statuses to ensure complete visibility throughout the order process. - Prioritize and manage multiple customer orders simultaneously while maintaining a high level of accuracy. - Monitor order progress daily and proactively resolve issues that may impact production or delivery schedules. Customer Service & Sales Support - Partner closely with Sales Representatives to ensure exceptional customer service and efficient order execution. - Respond promptly to customer inquiries, order updates, production changes, shipping information, and delivery concerns. - Resolve customer, supplier, and order-related issues in a professional and timely manner. - Build strong working relationships with customers, suppliers, and internal teams. - Provide proactive sales support throughout the order lifecycle. - Perform other duties as assigned by management. Supplier Coordination & Order Tracking - Coordinate directly with suppliers regarding purchase orders, artwork approvals, proofs, estimated ship dates, production updates, and shipment tracking. - Ensure suppliers acknowledge orders and meet required production timelines. - Track customer orders daily to ensure on-time shipment and delivery. - Process proof approvals promptly and follow up on outstanding items. - Escalate production or shipping concerns when necessary. - Maintain strong supplier relationships that support efficient order fulfillment. Product Knowledge & Process Excellence - Develop and maintain knowledge of promotional products, supplier capabilities, decoration methods, and production lead times. - Attend supplier meetings, product presentations, and training sessions as required. - Stay current with promotional product trends and supplier offerings. - Ensure customer records, Job Tracker notes, and order documentation remain accurate and up to date. - Support continuous process improvements and operational best practices. Qualifications Required - 2–3 years of experience in the promotional products industry. - Strong hands-on experience using the Facilis Order Flow System and Syncore is required. - Demonstrated experience with high-volume order entry and end-to-end order management. - Experience supporting Sales Representatives throughout the order lifecycle. - Strong understanding of promotional products, supplier workflows, production processes, and order fulfillment. - Excellent verbal and written communication skills. - Comfortable communicating with customers, suppliers, and internal teams via phone and email. - Exceptional attention to detail with strong organizational and time management skills. - Ability to prioritize multiple orders while meeting deadlines in a fast-paced environment. - Proficiency in Google Workspace or Microsoft Office. Preferred - Bachelor's degree or equivalent work experience. - Experience managing complex, rush, or high-volume promotional product orders. - Knowledge of promotional products supplier portals and production workflows. - Experience coordinating cross-functional teams to ensure timely order fulfillment. Core Competencies - Order Entry - Order Management - Facilis Expertise - Syncore - Customer Service - Sales Support - Supplier Coordination - Attention to Detail - Time Management - Communication Skills - Problem Solving - Relationship Building - Team Collaboration - Accountability Requirements Order Entry & Order Management (Primary Responsibility) Customer Service & Sales Support Supplier Coordination & Order Tracking Product Knowledge & Process Excellence Responsibilities Accurately process customer orders using the Facilis Order Flow System, ensuring all order information is complete, accurate, and processed within established turnaround times. - Manage the complete order lifecycle from order entry through production, shipment, and final delivery. - Review submitted orders to verify artwork, product specifications, pricing, delivery timelines, and overall order accuracy. - Identify incomplete or inaccurate orders and communicate required corrections to Sales Representatives before processing. - Create and issue purchase orders and artwork to suppliers through Facilis and Syncore, as applicable. - Generate packing slips, backorders, and other required order documentation. - Update Job Tracker notes, follow-up dates, and order statuses to ensure complete visibility throughout the order process. - Prioritize and manage multiple customer orders simultaneously while maintaining a high level of accuracy. - Monitor order progress daily and proactively resolve issues that may impact production or delivery schedules. Core Focus Areas Core Competencies - Order Entry - Order Management - Facilis Expertise - Syncore - Customer Service - Sales Support - Supplier Coordination - Attention to Detail - Time Management - Communication Skills - Problem Solving - Relationship Building - Team Collaboration - Accountability
Office Beacon LLC
