We are seeking a detail-oriented Administrative Order Management Assistant to manage office administration and complete order lifecycle from order entry to invoice. This role serves as the primary point of contact between the sales team, customers, vendors, and office staff, ensuring timely communication and a seamless process. The ideal candidate will be highly organized, capable of managing multiple priorities, and experienced in customer service, data processing, and administrative support functions.
Schedule: Monday-Friday 9am-2pm. Potential for full-time hours for the right fit, if needed.
Location: Onsite in the Embry Hills area Pay rate: $20-$24/hour depending on experience
Key Responsibilities
- Manage customer orders from receipt through completion, ensuring accuracy and timely processing.
- Review and process orders submitted by the sales team.
- Serve as the primary liaison between customers, vendors, and internal departments throughout the order fulfillment process.
- Provide customers with regular updates regarding order status, inventory availability, shipping timelines, and delivery dates.
- Coordinate with vendors to monitor inventory, confirm order details, and track shipments.
- Manage both short-term orders that may be fulfilled within a few days and longer-term orders with extended lead times.
- Maintain accurate records of customer orders, communications, and account information.
- Process and update data across company systems, ensuring information is entered accurately and maintained consistently.
- Prepare, organize, and maintain electronic and physical filing systems.
- Assist with generating and sending invoices to customers upon order completion.
- Utilize QuickBooks for order tracking, invoicing, and record maintenance.
- Answer and direct incoming phone calls, providing professional customer service and support.
- Respond to customer inquiries regarding order status, product availability, and billing questions.
- Resolve order discrepancies and customer concerns in a timely and professional manner.
- Perform general administrative and clerical duties as needed.
Qualifications
- 2+ years of experience in order management and/or administrative support.