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Special Orders Account Representative- 12 month contract

Function: Distribution/Warehouse/Transportation
Location: , Calgary, AB CA
Date posted: 4/30/2018 2:51:43 PM
Type: Full-time
Permanent / Contract: Temporary
Job number: 1042242
Staples Promotional Products (SPP) is the world's most trusted source for branded solutions because we make promotional products easy.  We are committed to providing outstanding service and exceptional value by being your business partner in brand development. That's why companies large and small, all over the world, turn to us for the resources they need to increase brand reach and visibility.
Leading the industry with over 65 years of experience, Staples Promotional Products has financial strength and global partnerships that ensure we can deliver your custom order on time and at the best possible price. We are dedicated to helping your business.
Job Summary
The Special Order Representative supports the Special Order Team Lead, Field Reps and customers directly with Linc order-entry support, order follow-up (order acknowledgements, proofs, tracking details, order status updates), purchase order execution, and invoice resolution relief to internal accounting partners.  Upon request, may assist Field Reps and customers directly with product ideas, quotes and administrative support. 
Key Job Responsibilities
  • Works with one or more assigned SAM’s/Field Rep Teams to service key accounts with order-entry, processing, follow-up and invoice resolution
  • Works closely with Special Order Team Lead, Accounting, and Expediters to ensure open orders are invoiced in a timely fashion
  • Has direct contact with clients via sending order confirmations, art proofs, and tracking details, and answering any client inquiries about current orders and closed orders/invoices
  • Has direct contact with vendors via purchase order generation, tracking of proofs and order status updates, confirmation of net pricing and delivery dates
  • Wherever possible will encourage the utilization of preferred suppliers to maximize profitability
  • Will make every effort possible to minimize freight cost and increase freight revenue to generate profitability
  • Assists with order resolutions and supplier negotiations
  • Resolves client / supplier / internal issues with guidance & assistance from Special Order Team Lead
  • Works with Expeditors/billing/accounting to facilitate the billing process via company and/or customer invoicing or e-procurement processes and systems with occasional manager assistance
  • Attends team training sessions to further enhance skill sets in Linc, customer service solutions, order entry and purchase order generation
  • Works closely with Special Order Team Lead, Strategic Account Managers (SAM’s) and Field Reps to ensure flow of communication between all parties is clear, concise, and effective
  • Collaborates with Special Order Team Lead and Field Reps on optimal ways to service accounts and build positive relationships
  • Attends team meetings  
  • Assists with ongoing improvement efforts as directed by management
  • Provides back-up coverage for other Special Order Account Representatives whenever necessary (ie: vacation coverage, sick day coverage)
  • May represent Staples at PK's or table tops, customer shows, corporate trade shows, and may occasionally travel within the territory for assigned special projects
  • Services customers/Field Reps directly with order entry in Linc, purchase order generation in Linc, order follow-up, invoice resolution in Linc, customer relations and coordination with Expediters 
  • Upon request and with approval from Special Order Team Lead, services customers/Field Reps directly with quote and product sourcing and other administrative duties (reporting, report presentations, catalogue mail-outs, etc.) 

  • High School Diploma or equivalent combination of educations and related experience
  • Bachelor’s Degree in related field, preferred
  • 2 – 4 years of related or transferrable experience
Other Skills
  • Exceptional customer service skills
  • Solid knowledge of company systems and processes
  • Highly proficient business written and verbal communication skills, as well as the ability to discern message content
  • Strong organizational skills and the ability to handle and prioritize multiple tasks/projects simultaneously
  • Proficient use of Microsoft programs (Excel, Outlook, Word, and PowerPoint)
  • Industry experience with SAGE is preferred
  • Ability to demonstrate flexibility and adaptability in a fast-paced and changing work environment
  • Ability to demonstrate a positive and supportive attitude at all times even during stressful or difficult situations
  • Ability to support company & management initiatives and/or decisions
  • Strong attention to detail
  • Advanced  “strategic business sense” skills and math aptitude
  • Thorough and complete knowledge of company systems and processes
  • Promotional products merchandising or purchasing skills an asset
Staples is committed to providing accommodation to people with disabilities throughout the job application and interview process to the point of undue hardship. If you require an accommodation during the application or interview process, please contact a Customer Care Representative at 1-866-782-7537. 


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