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

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.