Required Skills customer service order coordination order management data-entry screen printing embroidery laser engraving heat transfer

Preferred Skills commonsku

PromoStandards order routing

About the Role

We are seeking a detail-oriented, proactive, and customer-focused Customer Service Representative / Order Coordinator with hands-on experience in the promotional products or branded merchandise industry.

- The ideal candidate has a strong understanding of promotional product workflows and is highly familiar with commonsku. In this role, you will serve as the operational backbone of the account team, bridging communication between clients, account executives, graphic designers, and suppliers.
- You will manage orders from presentation through delivery, ensuring purchase orders are accurate, artwork proofs are approved on time, supplier requirements are properly communicated, and orders are delivered according to schedule.
- The successful candidate should be highly organized, comfortable managing multiple orders simultaneously, and able to proactively resolve production, inventory, and shipping issues while maintaining excellent client and supplier relationships.

Requirements

Experience

- At least 2 years of customer service, order coordination, order management, or similar experience within the promotional products or branded merchandise industry.
- Demonstrated experience managing orders from initial approval through production and delivery.

Software and Technical Skills
- Strong computer and data-entry skills with the ability to accurately manage multiple orders and records.

Promotional Products Industry Knowledge
- Solid understanding of promotional product supplier workflows.
- Knowledge of common decoration and imprint methods, including:
- Screen printing
- Embroidery
- Laser engraving
- Heat transfer

Attention to Detail
- Meticulous attention to detail when reviewing artwork proofs, product SKUs, quantities, pricing,



shipping information, and supplier confirmations.
- Ability to identify discrepancies before they result in production or fulfillment issues.
- Strong organizational skills and the ability to manage multiple projects and deadlines simultaneously.

Communication and Problem-Solving
- Excellent written and verbal communication skills.
- Ability to communicate clearly, professionally, and courteously with clients, suppliers, and internal teams.
- Strong problem-solving skills with the ability to remain calm and professional under tight deadlines.
- Proactive approach to identifying potential issues and resolving them before they impact clients or delivery schedules.
- Ability to prioritize tasks effectively in a fast-paced, deadline-driven environment.

Responsibilities

1. Order and Workflow Management

- Convert approved client presentations into Project Files, Sales Orders, and Purchase Orders within commonsku.
- Issue purchase orders to suppliers while verifying artwork specifications, imprint methods, colors, ship-date deadlines, and decorator instructions.
- Monitor order progress from production through delivery using commonsku tracking updates and direct supplier follow-ups.
- Review vendor order confirmations against sales orders line by line to identify discrepancies in pricing, freight charges, quantities, or production timelines.
- Ensure all order information is accurate and complete before orders are released for production.
- Monitor order deadlines and proactively follow up with suppliers to prevent delays.

1.



Client and Supplier Communication

- Serve as a primary day-to-day point of contact for clients regarding post-sale inquiries, including order status, tracking information, shipping updates, and delivery timelines.
- Provide virtual artwork proofs to clients for review and approval.
- Coordinate client feedback, revisions, and approvals with graphic designers and suppliers.
- Maintain clear and skilled communication with clients, account executives, suppliers, decorators, and other stakeholders.
- Build and maintain strong working relationships with promotional product suppliers and supplier representatives.
- Provide timely updates regarding order changes, delays, or potential issues.

1. Problem Resolution and Logistics

- Proactively identify and resolve production delays, inventory shortages, stock-outs, and shipping issues.
- Clearly communicate potential solutions and available options to sales representatives and clients.
- Manage claims involving misprinted products, damaged goods, incorrect shipments, or freight disputes.
- Coordinate with suppliers to obtain vendor credits, replacements, or corrective actions when necessary.
- Coordinate multi-location split shipments, kitting projects, and custom packaging requirements.
- Monitor critical orders and escalate issues promptly when deadlines or client commitments are at risk.

1. Financial and Administrative Support

- Review vendor invoices against purchase orders to ensure pricing, quantities, and other charges are accurate before submitting them to accounting for payment.
- Maintain accurate client accounts, contacts, shipping information, and delivery addresses within the commonsku CRM.
- Ensure order records, documentation, and related information are complete and properly maintained.
- Assist with administrative tasks related to order coordination and account management as needed.

📌 Promotional Products Customer Service Representative & Order Coordinator – Commonsku (Vadodara)
🏢 Office Beacon
📍 Vadodara