Order Processing Administrator Jobs

SUMMARY

The Order Processing Administrator is responsible for verifying the accuracy of all purchase orders and entering them into the ERP system in a timely, accurate manner. This critical role ensures our customers receive exactly what they’ve asked for, which helps us achieve our company-wide goal of nurturing loyal fans and delivering quality furniture on time.

The Order Processing Administrator shares the responsibilities of order checking and order entering equally, and provides occasional administrative support to the Customer Service team. Keilhauer orders are placed by mail, fax and email in the form of a purchase order (PO), and it is your responsibility to meticulously examine each for accuracy and verification of details such as product specification, vendor information, ship-to address, pricing, freight requirements, etc. Discrepancies must be cleared up prior to an order being placed, so it is essential to have strong time management skills and organizational abilities. In this role, you will frequently liaise with various departments via email to complete order information.

This role is best suited to an organized professional with a strong sense of urgency who is passionate about providing excellent customer service. Strong writing skills, exceptional attention to detail and accuracy are required. Responding to our customers’ needs in a timely manner furthers Keilhauer’s mission of making work comfortable for all.

PRIMARY RESPONSIBILITIES

1. Checks every detail of each Purchase Order thoroughly to ensure information is correct

• Receives and checks all POs for 100% accuracy within one day of receipt.
• Reviews details such as: shipping requirements, product information (ex. dimensions, fabric or leather details, finishes), regional regulations (ex. CAL 133), special discounts or commissions pricing, specially modified products (MSQs).
• Receives and checks dealer commission invoices for government orders.
• Receives and checks warranty and parts orders.
• Contacts customers or sales representatives via email to inquire about missing information or unclear details.
• Receives return letters from customers; verifies information and attaches to the corresponding order prior to entry.

2. Administration

• Distributes department mail twice daily.
• Determines CAL 133 approvals and maintains CAL 133 spreadsheet.
• Enters each PO accurately into SyteLine within the 24 hours of receiving it.
• Acts as back-up to reception on an as-needed basis.
• Forwards emails to internal departments accordingly.
• Maintains computer files for ship-to accommodations, terms & conditions, COM/COL approvals and combo yardage requirements.
• Files order confirmations for completed orders.

QUALIFICATIONS

• Strong aptitude with Microsoft Word, Excel, Outlook, the internet and other technical programs. previous experience using SyteLine or similar ERP is an asset.
• 1 year experience performing detailed administrative duties; previous order entry experience is an asset.
• Fast and accurate keyboarding skills (50+ WPM).
• Completion of a high school diploma.

ESSENTIAL PHYSICAL AND INTELLECTUAL REQUIREMENTS

• Communication: Must be able to interact professionally, communicate effectively and exchange information accurately with all internal and external stakeholders through email, phone communications and face-to-face contact; must be well-versed in proper grammar, spelling, punctuation and composition; must be able to present information to executives, public groups and customers.
• Manual Dexterity & Coordination: Must have the strength, dexterity and coordination to regularly use hands and fingers to operate a computer keyboard and phone; dexterity and coordination to handle files, occasional lifting up to 10 kg.
• Mobility: Must be able to sit/stand at a computer terminal for extended periods of time; may be required to go to various locations throughout the organization; some reaching for items above and below desk level; some reaching, bending, squatting and stooping to access files.
• Vision: Specific vision abilities required by this job include the ability to view computer screens and documents for accuracy.
• Cognitive Ability: Must have excellent interpersonal and organizational skills; must prioritize effectively to complete assignments, even under pressure; must be accurate and detail oriented; must be able to calculate figures and amounts; must use common sense and be able to carry out detailed written and/or oral instructions; must be able to act responsibly, discreetly and ethically while maintaining confidentiality.

WORKING CONDITIONS

This role is performed primarily in an office environment which is typically quiet. Most of your duties will be fulfilled with the use of a computer and office equipment, with communications taking place by phone, email or in person. Some functions of your role will be conducted in the manufacturing facility, where you may be exposed to dust particulates and noise.

• Must be able to handle the stress of dealing with customer issues in a professional manner.
• Follows all company and OSHA Safety regulations; works in a safe manner and uses personal protective equipment, if required; reinforces housekeeping and Keilhauer’s core values.
• This position requires long periods of focused reading and data entry.
• Must be willing to participate in seminars, training and/or thought leadership relevant to the position or industry.
• Must be able to respond and adapt quickly in a dynamic and changing environment.
• Must be able to multi-task and handle frequent interruptions to planned work activities.
• Must maintain a sense of urgency under tight deadlines.

COVID-19 PRECAUTIONS

Keilhauer has mandated a COVID-19 vaccination policy in place. As of September 22, 2021, all employees are required to provide proof of receiving two-doses of an approved COVID-19 vaccine.

We are committed to providing reasonable accommodation to employees who are unable to vaccinate for medical reasons.

DOES THIS ROLE SOUND LIKE A FIT?

Keilhauer is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive, respectful environment for all employees.

If this role is for you, please send your resume to [email protected] and tell us why you would be a great addition to our team! Please note that only those selected for further consideration will be contacted.