Job Description

Position Title: Order Processing Specialist

Employment: Full-time, Temp-to-hire

Order Processing Specialist Position Summary

The Order Processing Specialist is responsible for supporting sales operations by managing customer inquiries, preparing quotations, coordinating deliveries, and maintaining inventory and documentation. This role ensures timely communication with customers and internal teams while assisting with general administrative and operational duties. This is a non-exempt position and is eligible for overtime pay.

Key Responsibilities of Order Processing Specialist

Customer Service & Communication

• Respond to phone calls, emails, and customer inquiries promptly.
• Greet and assist visitors and clients as needed.
• Build and maintain strong customer relationships.
• Participate in meetings, conference calls, and industry events as required.

Sales Support

• Prepare and issue quotations for products and services.
• Research and identify new sales opportunities and accounts.
• Collaborate with sales executives for lead development and closure.
• Maintain records of sales activities, orders, and communication history.

Order & Inventory Management

• Monitor inventory levels and coordinate purchase orders with suppliers.
• Confirm shipping details and issue documentation such as invoices and packing lists.
• Manage logistics, including shipment scheduling and documentation for domestic and international orders.

Administrative & Operational Support

• File and maintain sales documents and reports.
• Coordinate with internal departments, including overseas locations, to complete assigned tasks.
• Assist with supplier or customer surveys and reporting requirements.
• Support general office functions and perform other related duties as assigned.

Required Education

• Bachelor's degree is required.

Required Experience & Skills

• Minimum of 3 years of Inside Sales, Sales Administration, Order Processing.
• Proficiency in Microsoft Excel (e.g., VLOOKUP, data consolidation, formulas).
• Experience with accounting or ERP software (e.g., Sage, QuickBooks, SAP, Peachtree).
• Ability to understand the flow of information, goods (cargo), and money.
• Knowledge of shipping documentation, including bills of lading, packing lists, and commercial invoices.
• Strong written and verbal communication skills with excellent grammar and accuracy.
• Familiarity with standard office procedures, equipment, and business documentation.
• Ability to prepare professional correspondence and reports efficiently.
• Strong problem-solving skills with sound judgment and attention to detail.
• Ability to interact effectively with customers, coworkers, and external partners.

Additional Requirements

• Ability to perform basic to intermediate math functions (addition, subtraction, multiplication, division, geometry, and trigonometry).
• Ability to interpret instructions in written, verbal, or diagram form.
• Highly organized with excellent attention to detail.
• Self-motivated with the ability to work independently.
• Reliable attendance and punctuality are essential.

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