Job Summary
We are seeking a friendly, organized, and detail-oriented Order Management Specialist to support daily office and customer service operations. This position will handle phone and email communication, order processing, invoicing, scheduling, customer records, and general administrative tasks while working closely with customers and internal teams. Key Responsibilities
Answer and direct phone calls and respond to customer inquiries.
Review customer purchase orders, open order reports, and online customer portals for accuracy.
Enter and confirm customer orders and communicate special requirements to warehouse and production teams.
Create invoices and process credit card payments.
Maintain customer records, contact lists, parts lists, routing guides, and related documentation.
Update master and daily production/shipping schedules.
Process online orders from inventory review through packing, invoicing, and customer updates.
Assist with returns following management approval.
Prepare daily, weekly, monthly, quarterly, and annual sales reports.
Assist with customer setup, new part checklists, process improvements, and other projects.
Support year-end activities and annual inventory counts.
Perform filing, scanning, and general office duties.
Perform other duties as assigned.
Frequent use of computers and phones throughout the workday.
Qualifications
23 years of related administrative, customer service, or office experience.
College degree preferred but not required.
Strong organizational and attention-to-detail skills.
Excellent verbal and written communication skills.
Ability to manage multiple priorities in a fast-paced environment.
Ability to work independently and as part of a team.
Ability to remain professional, calm, and organized during busy periods.
Ability to read, write, speak, and understand English.
Computer Skills Required:
Computer Skills Required:
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Outlook
Google Drive, Docs, and Sheets
ERP
RMAs
Invoicing Customers
Credit Card Transactions
Filing and answering phones
Process Accounts Receivable
Inventory Cycle Counting
Preferred:
HubSpot
Sage
SAP
SharePoint
Adobe
Squarespace
#MS-OCADMIN
Numbers & Facts
Location
Lake Forest, CA
Skills
Accounts Receivable Processingunmatched
Administrative Skillsunmatched
Adobe Product Familyunmatched
Billingunmatched
Card Processingunmatched
Communication Skillsunmatched
Credit Cardsunmatched
Customer Service Operationsunmatched
Customer Support/Serviceunmatched
Detail Orientedunmatched
Documentationunmatched
ERP (Enterprise Resource Planning)unmatched
English Languageunmatched
Google Appsunmatched
Internet Portalunmatched
Inventory Cycle Countsunmatched
Microsoft Excelunmatched
Microsoft Outlookunmatched
Microsoft PowerPointunmatched
Microsoft SharePointunmatched
Microsoft Wordunmatched
Multitaskingunmatched
Order Managementunmatched
Order Processingunmatched
Organizational Skillsunmatched
Presentation/Verbal Skillsunmatched
Process Improvementunmatched
Production Scheduleunmatched
Purchase Ordersunmatched
Records Managementunmatched
Revenue/Sales Reportingunmatched
SAPunmatched
Team Playerunmatched
Telephone Skillsunmatched
Track Customer Issuesunmatched
Warehousingunmatched
Writing Skillsunmatched
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