Vehicle Acquisitions - Ordering Specialist

  • Job Location US-IL-Itasca Status Non-Exempt
  • Type Regular Full-Time


Ordering Specialists act as a liaison between EMKAY and the vehicle manufactures to ensure all new orders are placed accurately. Our customers order thousands of new vehicles each year and it’s up EMKAY to ensure these get handled accurately and efficiently. Ordering Specialists process and maintain records of transactions and provide customer service for the Vehicle Acquisitions department by performing the following duties.

Essential Functions*
*Subject to change based on department and corporate needs.

Responsible for working with Ford, Chrysler, GM, Nissan, Toyota, Subaru, and Mazda in order to place all factory orders

Convey relevant information from the Manufacturers to EMKAY’s sales and CSS departments. Examples Include:

  1. Ordering Guide information: options, packages, standard equipment
  2. Fleet program incentives
  3. Pricing changes as they occur
  4. Web information, dealer information, product availability (efleet inventory)
  5. Information on delays, cut-off dates, industry updates, etc.

Complete and edit all new orders within 24 hours of the request

Monitor the daily 3-day report to make sure orders are not missed

Run a weekly status exception report to make sure orders are progressing

Maintain strong relationships with manufacturers’ daily contacts

Work with clients and EMKAY Client Services to correct miss-ordered vehicles

Alert clients  and EMKAY sales of pertinent changes made by the manufactures

Answer calls relating to the Purchasing Department

Maintain and distribute current manufacturing data and ordering guides

Order and correct inaccurate orders for all manufacturers through the use of their ordering systems (GM Workbench, Ford Concepts, and Chrysler VOIM)

Ability to order Ford products and acquire key codes through the Ford Concepts program

Back up the Stock Team to assign drops, dealer installed items, and remedy delivery issues

Find dealers to take extra vehicles in our inventory “Orphans”

Monitor client’s manufacturer incentive codes

Assist in tracking vehicle orders

Report sales for Chrysler vehicles on a monthly basis

Apply for Ford fleet incentives and CCI money via Ford website/Concepts/Vincent system

Maintain a spreadsheet of all Ford retail money applied for

Additional Duties and Responsibilities 

Provide customer service to clients, vendors, and EMKAY employees using a professional, pleasant, and articulate manner of communication

To provide superior customer service, the employee must be a self-starter, a problem solver, and willing to work in a fast paced environment

Operate general office equipment such as computers, scanners, calculators, fax and photocopy machines

Cross-train to perform duties in a backup role for other CSS department personnel and in turn will cross train other employees as a backup for own job duties

Open and route incoming mail while also preparing materials for outgoing mail

Ability to ensure all correspondences are EMKAY compliant as outlined in our Marketing Guideline and posted on the intranet

Willingness to perform other special projects and duties as assigned by management

Remain flexible and adaptive to changes within the department and organization


Strong verbal and written communication skills
Ability to work without constant supervision
Research and problem solving skills
Ability to anticipate, recognize, and define problems while formulating solutions
Effectively Interact with customer executives, managers, and vendors
Decisiveness with ability to discern issues that need to be referred to a supervisor
General arithmetic skills

To perform this job successfully, an individual must be able to perform each of the aforementioned duties satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required:

The ideal candidate will be extremely detail oriented, well organized, and able to learn how to prioritize work duties. They will also be very reliable and a self-starter who can work with minimal direction. This position requires processing large quantities of work in an error free environment. Computer training or experience with a P/C is required. Must know, or be willing to learn, how to work with Microsoft Excel spreadsheets and word processing. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Foreign language skills are a plus.

Education and Experience

Minimum of four year degree or equivalent work experience.
Prior automotive, fleet leasing, office and customer service experience is a plus.
Word processing training or experience and spreadsheet training or experience helpful.

Certificates, Licenses, and Registrations


Hours and Work Schedule

This position is defined at forty hours per week qualifying the employee for the standard benefit package made available to all full-time employees.  To start, the work schedule would be one of the following schedules: Monday through Friday 7:15am to 4:00pm; 8:15am to 5:00pm; or 9:15am to 6:00pm with a predetermined 45 minute lunch period.  The work schedule may be subject to revision depending upon Department needs. The position requires an exemplary record of attendance and punctuality on the part of the employee.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds.  Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.


Corporate Policies

Adherence to all corporate policies outlined in the Employee Handbook, including the following corporate policies:

Business Ethics of Conduct
Conflicts of Interest
Dress Code
Privacy Statement
Marketing Guideline

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment of a modern business office building is usually low.

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