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Special Orders (Procurement/Retail) Coordinator

Posted by
First Book
|
Washington, DC

About the Position:

The Special Orders Coordinator will effectively employ exemplary project management, customer service, flexibility, and product knowledge to actively contribute to growing revenue from special orders. The Coordinator will work closely with the Manager and Senior Director of the team to plan, execute, and track high-touch special order projects. 


Essential Duties and Responsibilities:

To perform the job of Special Orders Coordinator successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:


•   Plan, execute, and track multiple high-touch special order at a time, using web-based systems and data management tools to maximize both customer experience and cost efficiency.

•   Evaluate respond to inbound special order inquiries and project proposals.

•   Develop and execute special order projects from conception to completion, collaborating with staff and external stakeholders/members/partners.

•   Research product availability, curate titles for projects based on unique needs and budget constraints of a partner organization, and prepare special order quotes.

•   Work with publishers and other vendors to procure books and nonbook resources on behalf of special order stakeholders/members/partners.

•   Maintain a high level of knowledge of children’s literature and be able to suggest appropriate books to partners during meetings, phone calls, or conversations with internal staff and external partners.

•   Maintain knowledge of order placement processes, inventory management processes, and shipping and fulfillment processes for all partner warehouses.

•   Coordinate detailed logistics (shipping, warehousing, storage, and inventory management) with inventory-supplier partners, warehouse fulfillment partners, drop-ship supplier partners, shipping/freight companies, and members nationwide to ensure a positive delivery experience for stakeholders/members/partners.

•   Assess, manage, and mitigate risks by reporting on and analyzing order data as part of large data projects managed through Microsoft Excel, Magento, and Salesforce.

•   Track and report key functional metrics to the Director to reduce expenses and improve effectiveness.

•   Work with the Director to determine performance indicators and lay out yearly planning to achieve them.

•   Identify new sales leads to the Special Orders Manager for outreach and project proposals by providing the data and analysis required to conduct outbound marketing campaigns.

•   Develop and maintain new training materials, Standard Operating Procedure documents (SOPs), and informational reference documents for Special Order team staff, as well as other First Book staff, as needed. 

•   Brainstorm and execute on improvements/enhancements to the Project Management process that result in greater efficiency or cost saved.


Qualifications:

•   Excellent written and verbal communications skills.

•   Superior customer service skills.

•   Superior project management skills, including tracking your workflow and due dates in Salesforce.

•   Comfort and familiarity with Microsoft Office, especially Microsoft Excel, to quickly and accurately represent information to a variety of partners. This position requires you to manage thousands of data points and be comfortable writing and editing formulas in Excel.

•   Ability to perform quality work under tight deadlines and manage projects independently.

•   Ability to juggle multiple, competing priorities at one time with a positive attitude to ensure a positive customer experience at all times.

•   Ability to build strong working relationships with colleagues on various teams, across different levels of seniority, and externally to our partners and network.

•   Thorough and actively expanding knowledge of children’s literature from age 0 to 18 with the ongoing desire to constantly read more books and saturate self in the book world (library, school, and publishing).

•   Empathy and expertise of direct service providers (teachers and program staff) and recipient group network and ability to communicate those needs to internal and external partners.

•   Ability to adapt quickly to changing needs of partners and colleagues to pair best books with a project or proposal to serve partner’s thematic and budgetary needs as well as ensure an optimal experience for kids in need who will be receiving the books.

•   The ideal individual for this job will:

o   Love data and books.

o   Pay close attention to details.

o   Have a sixth sense for consistency.

o   Approach each task with the customer in mind.


Education and/or Experience Requirements: 

•   Bachelor’s degree.

•   Customer service and project management experience required.

•   Experience or interest in working with kids in need or in an education or volunteer related field; literacy advocates and instruction preferred.

About the Position:

The Special Orders Coordinator will effectively employ exemplary project management, customer service, flexibility, and product knowledge to actively contribute to growing revenue from special orders. The…

Details at a glance

  • Full Time Schedule
  • 4-Year Degree Required
  • Professional

Benefits

All full-time employees are eligible for the following benefits:

  • Medical insurance
  • Dental insurance
  • Life and Accidental Death and Dismemberment coverage
  • Vacation leave
  • Sick leave
  • Eleven Annual Holidays
  • 401 K and employer matching pension contribution
  • Transportation benefits


All full-time employees are eligible for the following benefits:

  • Medical insurance
  • Dental insurance
  • Life and Accidental Death and Dismemberment coverage
  • Vacation leave
  • Sick…

Location

Temporarily Remote
Work must be performed in or near Washington, DC
Associated Location
1319 F Street Northwest, Washington, DC 20004

How to Apply

  Candidates are invited to submit a resume and a cover letter. If you need assistance applying, please reach out to Ashley Jones 202-499-5935 / ajones@firstbook.org. 

  Candidates are invited to submit a resume and a cover letter. If you need assistance applying, please reach out to Ashley Jones 202-499-5935 / ajones@firstbook.org. 

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