Administrator, Order Support
1 week ago
Position Profile
The Order Administrator supports the Sales organization by managing the end-to-end order process for equipment, services, and service delivery. This role serves as a central point of contact from order booking through billing and funding, ensuring accuracy, timeliness, and customer satisfaction. The Administrator collaborates across departments including Sales, Billing, Supply Chain, Planning, Enterprise Services, RFS, and Third-Party Lease Vendors.
Key Responsibilities
- Receive and process sales orders from Sales Representatives.
- Evaluate revenue and cost factors including pricing, lease rates, vendor credits, promotions, and compensation.
- Verify product information and pricing against contracts and published structures.
- Ensure all supporting documentation is complete and accurate.
- Complete orders per Ricoh policies and quality standards.
- Maximize order processing efficiency to meet delivery and invoicing timelines.
- Review leasing program results and document accuracy.
- Provide order status updates and reconcile Order Management reports.
- Serve as a subject matter expert on customer accounts and order types.
- Resolve post-submission order issues and coordinate paperwork flow.
- Manage Oracle-booked orders through delivery, invoicing, and funding.
- Prevent order rollovers by ensuring timely progression.
- Communicate order status across departments.
- Run and format Order Management reports.
- Utilize Microsoft Office tools, especially Excel and PowerPoint.
- Meet targeted KPIs and act as a funding liaison post-invoicing.
- Handle complex customer and lease invoicing disputes.
- Ensure transactions are billable and fundable before installation.
- Initiate and process lease funding.
- Liaise with third-party leasing companies to resolve issues.
- Train new employees and assist with complex orders.
- Perform other duties as assigned.
- Associate degree or equivalent business experience required.
- Bachelor's degree preferred.
- Minimum 3 years of experience in sales, customer service, operations, or finance.
- Experience supporting sales/service organizations and managing multiple priorities.
- Proficiency in Windows, Microsoft Office (Excel, Word, PowerPoint).
- Accurate typing and data entry skills.
- Strong communication and presentation abilities.
- Excellent organizational and analytical skills.
- Ability to multitask and collaborate with sales personnel.
- Oracle experience preferred.
- Capable of training new employees.
- Office environment with standard lighting, ventilation, and noise levels.
- Daily interaction with Sales, Operations, and Customer Care teams.
- Occasional overtime required to meet deadlines.
- Moderate stress due to monthly cutoffs and response time demands.
- Sedentary work with occasional walking, standing, and light lifting (
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