Order Management Specialist

Build a career powered by innovations that matter!  At Novanta, our innovations power technology products that are transforming healthcare and advanced manufacturing—improving productivity, enhancing people’s lives and redefining what’s possible.  We create for our global customers engineered components and sub-systems that deliver extreme precision and performance for a range of mission-critical applications—from minimally invasive surgery to robotics to 3D metal printing.

Novanta is one global team with over 26 offices located in The Americas, Europe and Asia-Pacific.  Looking for a great place to work?  You have found it with a culture that embraces teamwork, collaboration and empowerment.  Come explore Novanta.

Summary

The Order Management Specialist is responsible for end‑to‑end

Order‑to‑Cash execution for medical products and spare parts.

The role ensures order accuracy, timely fulfillment, delivery coordination,

and system integrity throughout the complete order lifecycle.

Acting as a central operational link between customers, sales, supply chain,

logistics, and finance, the position directly contributes to on‑time delivery

performance, customer satisfaction, and regulatory compliance.

Primary Responsibilities

Order Management & Execution

• Own and manage the full order lifecycle from order receipt through delivery, invoicing, and credit processing.
• Validate customer orders for pricing, lead times, Incoterms, and compliance requirements prior to confirmation.
• Enter, maintain, and update orders in ERP systems (SAP), ensuring high data accuracy and master data integrity.
• Actively manage order backlog, delivery promises, and order priorities to ensure executable and reliable delivery commitments.

Fulfillment & Cross‑Functional Coordination

• Coordinate with Supply Chain, Production Planning, Logistics, and Warehousing to ensure timely and accurate order fulfillment.
• Monitor shipments, track deliveries, and proactively resolve delays, shortages, or logistical issues.
• Escalate delivery risks and supply constraints in a structured and timely manner.

Repairs & Returns

• Manage the commercial processing of repairs and returns (RMAs) in line with contractual terms and internal policies.
• Prepare and validate repair cost estimates and execute commercial settlements, including credits, debits, and rebilling.
• Coordinate replacement and substitute deliveries, ensuring correct pricing and linkage to the original order or return case.
• Ensure accurate ERP documentation and cross‑functional coordination to achieve timely resolution and full traceability.

Invoicing, Compliance & Documentation

• Perform invoicing activities, including preparation and processing of required export, customs, and shipping documentation.
• Ensure strict compliance with export control regulations, tax requirements, and hazardous goods regulations.

Customer & Sales Interface (Order‑Related)

• Act as the primary point of contact for order‑related customer inquiries, order changes, and delivery escalations.
• Support Sales with accurate transactional data, order status updates, and delivery commitments.
• Ensure transparent and proactive communication regarding orders, delivery dates, and exceptions.

General Tasks

• Act as a central operational control function within the Order‑to‑Cash process, ensuring alignment across functions.
• Contribute to achievement of key KPIs such as Order Accuracy, On‑Time Delivery (OTIF), and backlog reduction.
• Ensure compliance with quality, occupational safety, and environmental regulations.
• Work independently within defined processes, taking full responsibility for assigned orders and tasks.
• Support continuous improvement initiatives related to order processing, ERP usage, and data quality.
• Ability to largely familiarize himself/herself independently with the area of responsibility due to his/her methodological knowledge and professional experience (apart from organizational training)
• Acts as a Mentor for Juniors and is required to train others

Required Experience, Education, Skills, Training and Competencies

• Experience

• 2–5 years of experience in Order Management, Customer Operations, Supply Chain Operations, or a Customer Service role with strong order ownership.

• Skills & Competencies

• Solid understanding of Order‑to‑Cash and Order Management processes.
• Strong analytical and problem‑solving skills; ability to identify issues and implement practical solutions.
• Advanced ERP user (SAP) with strong focus on transactional accuracy and data integrity.
• Very good MS Office skills.
• Ability to manage multiple priorities in an international, fast‑paced environment.
• Strong communication and coordination skills across multiple functions.

• Language Skills

• Excellent English, written and spoken; ability to explain operational, technical and commercial topics clearly.
• German language proficiency (spoken and written) is a significant advantage
• able to actively participate in discussions, meetings, or phone calls internally and externally

Travel Requirements  

• Occasionally
   

Physical Requirements

• Mobility within the office including movement from floor to floor
• Access information using a computer

Novanta is proud to be an equal employment opportunity and affirmative action workplace. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, military and veteran status, disability, genetics, or any other category protected by federal law or Novanta policy.

Please call +1 781-266-5700 if you need a disability accommodation for any part of the employment process.