Order Processing Specialist
4 weeks ago
At Instant Systems, we are seeking a highly skilled Order Processing Specialist to join our team. This role is responsible for managing the end-to-end process of fulfilling customer orders, from order entry to shipment and invoicing.
This is a challenging and rewarding position that requires exceptional attention to detail, strong organizational skills, and the ability to collaborate effectively with various internal teams to ensure timely and accurate order fulfillment.
Key Responsibilities:- Accurately enter customer orders into the company's order management system, ensuring all relevant information is captured correctly, including product details, quantities, pricing, and shipping instructions.
- Review orders for accuracy and completeness, verifying pricing, product availability, and shipping requirements to ensure orders can be processed without delays or errors.
- Maintain accurate and up-to-date records of all order-related transactions, including order entry, shipping details, invoices, and correspondence with customers or vendors.
- Monitor order status and progress throughout the fulfillment process, proactively identifying and addressing any issues or delays to ensure on-time delivery to customers.
- Coordinate with the warehouse or inventory team to ensure sufficient stock levels are maintained to fulfill customer orders, and update inventory records as needed to reflect order allocations and shipments.
- Collaborate with logistics and shipping partners to schedule shipments, arrange for pick-ups or deliveries, and ensure proper documentation and labeling requirements are met for each shipment.
- Communicate order status updates, shipment tracking information, and any potential issues or delays to internal stakeholders and to assigned customers in a timely and professional manner, providing excellent customer service and addressing any inquiries or concerns.
- Generate and submit invoices for completed orders and ensure accurate billing information is provided to the finance department for processing, reconciling any discrepancies or errors as needed.
- Provide support for invoice reconciliation.
- Maintain accurate records of all orders, invoices, shipping documents, and related correspondence in accordance with company policies and procedures, ensuring compliance with record-keeping requirements.
- Identify opportunities to streamline order processing workflows, improve efficiency, and enhance customer satisfaction, and collaborate with cross-functional teams to implement process improvements and best practices.
- An associate's degree in business administration, finance, or supply chain. Bachelor's degree preferred.
- Previous experience in order processing, customer service, or administrative roles.
- Strong attention to detail.
- Solid company-centric ideology.
- Creative problem-solving skills.
- The ability to balance multiple priorities.
- Core values of honesty and respect.
- A thirst for learning.
- The desire to be challenged.
- 401K.
- Medical, dental, and vision benefits.
- Wellness program.
- Life insurance.
- Corporate-sponsored events.
- Skill growth opportunities.
- Short-term disability.
- Ability to advance.
- Working with energetic and creative problem solvers.
- A mission worthy of your energy and expertise.
Instant Systems is an equal employment opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
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