Company Overview:

Penguin Packaging Solutions is a fast-growing packaging distributor redefining partnership within the food industry. With operations in Maryland and North Texas, we supply packaging materials to food manufacturers, processors, re-packers, distributors, and grower-shippers nationwide through a high service, Just-In-Time model that keeps our customers' production lines running seamlessly. Our team operates by The Penguin Wa y, a set of five core values that shape everything we do: Obsess Over Customer Success, Practice Extreme Ownership, Seek Excellence, Fly Freely, and Rage Against the Status Quo. These values aren't words on a wall — they guide how we think, act, and serve. We take our business seriously but not ourselves too seriously, fostering a culture that pairs accountability and high performance with humor, collaboration, and genuine care. As we continue to scale rapidly, we're seeking a detail-oriented and highly organized team member to strengthen our financial operations and support our continued growth. The AR/AP Support Specialist will play a key role in ensuring accuracy, efficiency, and exceptional service across all financial touchpoints.

Position Summary:

The Sales Order & Procurement Specialist is the primary point of contact for sales order entry and coordination. This position owns the accuracy and timely progression of sales orders from receipt through entry, purchasing, pricing validation, fulfillment follow-up, and issue resolution. The role connects Sales, Operations, Accounting, customers, and vendors to ensure orders, costs, purchase orders, and receipts are complete, accurate, and visible to the appropriate teams.

Job Responsibilities:

Sales Order Ownership & Coordination Serve as the first point of contact for Sales regarding sales order entry, order status, required documentation, and order-entry questions. Enter sales orders accurately and promptly, validating customer, ship-to, item, quantity, unit of measure, pricing, freight, requested delivery date, and special instructions before release. Track upcoming and open sales orders, maintain visibility of required dates and order status, and proactively follow up on missing information, inventory constraints, or other issues that could delay fulfillment. Own the order-entry workflow through completion, including confirming that changes, holds, backorders, substitutions, and cancellations are communicated and correctly reflected in the system. Maintain organized records of customer purchase orders, approvals, pricing support, and order changes. Order Accuracy & Accountability Review orders for completeness and accuracy before they move to purchasing, production, warehouse, or delivery planning. Take ownership of order-entry errors by responding quickly, coordinating correction, documenting the cause, and implementing a reasonable prevention step when a recurring issue is identified. Track order-entry discrepancies and recurring errors to identify process or training improvements. Escalate material pricing, inventory, delivery, or customer-impacting risks promptly to the appropriate Sales or Operations leader. Pricing & Cost Controls Apply established customer pricing rules and verify that sales-order pricing matches approved quotes, contracts, or pricing records. Validate vendor pricing on purchase orders against current vendor quotes, acknowledgments, contracts, or approved cost records. Track and investigate pricing and cost discrepancies, coordinate corrections with Sales, Accounting, or vendors, and maintain supporting documentation. Communicate pricing changes or discrepancies before orders are processed whenever practical, and ensure approved updates are reflected accurately in the system. Purchasing & Vendor Coordination Create and submit purchase orders to vendors accurately and on time based on approved sales orders, inventory requirements, and internal direction. Serve as a vendor liaison for PO acknowledgments, lead times, order changes, pricing discrepancies, shortages, damages, and delivery issues. Monitor open purchase orders and proactively communicate late, incomplete, or at-risk deliveries to internal stakeholders. Maintain accurate vendor, item, cost, quantity, and expected-date information in the applicable systems. Specialized Receiving & Inventory Support Receive designated items that require a more detailed or delicate receiving process, verifying quantities, item details, condition, supporting paperwork, and system accuracy. Coordinate resolution of receiving discrepancies with the warehouse, Accounting, Sales, and vendors before incorrect information moves downstream. Support facility transfers, priority items, and inventory-related follow-up as assigned. Communication & Process Improvement Maintain clear, professional communication with customers, vendors, Sales, Operations, Accounting, and warehouse teams. Develop and maintain practical order-entry checklists, customer-specific ordering notes, and vendor-specific purchasing instructions. Provide reporting or updates on upcoming sales orders, open POs, pricing discrepancies, order-entry errors, and unresolved exceptions as requested. Recommend process improvements that increase order accuracy, reduce rework, and improve communication across departments

Required Qualifications:

Relevant experience in sales order entry, customer service, purchasing, procurement, inventory, or business operations; an associate or bachelor's degree is preferred but not required. Strong attention to detail, follow-through, organization, and ability to manage multiple priorities and deadlines. Ability to take ownership of work, identify discrepancies, communicate issues, and coordinate solutions across departments. Professional written and verbal communication skills with customers, vendors, and internal teams. Proficiency in Microsoft Office 365, particularly Outlook and Excel; experience with ERP, order-management, purchasing, or inventory systems is preferred.

Job Requirements:

Maintain confidentiality and exercise sound judgment when handling customer pricing, vendor costs, and internal business information. Adapt to evolving duties and processes as the company and department grow. Maintain a team-oriented mindset while demonstrating clear ownership of assigned responsibilities Maintain confidentiality and exercise sound judgment when handling customer pricing, vendor costs, and internal business information

Schedule Requirements:

The regular work day is 8:00 am to 4:00 pm; however the successful candidate must demonstrate the ability and be willing to work beyond the normal work day to ensure completion of all tasks. This includes the clearing of all order-entry queues and clear communication and delegation plan for incomplete items.

Work Environment/Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This position is primarily performed in an office environment located within a warehouse facility. The employee must be able to sit, use a computer and other standard office equipment, and stand, walk, or move throughout the warehouse and office areas. The role may require navigating warehouse flooring and being exposed to typical warehouse conditions, including varying temperatures and background noise. Occasional bending, reaching, or lifting of office materials. They must be able to lift and carry up to 50 pounds, and to bend, reach, climb, push, pull, and work around warehouse equipment on an occasional basis.

Equal Opportunity Employer:

Penguin Packaging Solutions is an equal opportunity employer. We do not discriminate, and will not tolerate discrimination, on the basis of race, ethnicity, color, religion, sex, pregnancy, gender, gender identity or expression, national origin, sexual orientation, age, national origin or ancestry, genetic information, political affiliation, physical or mental disability, military or veteran status, or any other protected status under federal, state or local law. Our employment decisions are solely made according to qualifications for the positions. Sponsorship in

US:

Must be eligible to work in the U.S. without Sponsorship.

Pay:

$29.00 - $34.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Vision insurance

Education:

High school or equivalent (Preferred)

Language:

English (Required) Ability to

Commute:

Mesquite, TX 75149 (Required) Ability to

Relocate:

Mesquite, TX 75149: Relocate before starting work (Required)

Work Location:

In person