Order Processing Specialist

Do you thrive at the intersection of precision and momentum? Are you energized by keeping complex orders moving flawlessly from entry to shipment in a fast-paced, global environment? If you take ownership of details, understand the downstream impact of every transaction, and enjoy being the operational backbone that ensures customers receive exactly what they expect—on time and compliant, apply to our Order Processing Specialist and start playing a critical role in delivering operational excellence and an exceptional customer experience!

A Snapshot of What You'll Do:

The Order Processing Specialist is responsible for the processing of all customer Sales Orders, Customer Invoices and Credit Memos. The Order Processing Specialist has great customer service skills, pays close attention to detail and manages time and tasks efficiently.

The Impact You'll Make:

The Order Processing Specialist Job duties include:

• Processing Customer Instrument and Parts Sales Orders, Lab Analysis Service Orders, Loan Orders, Return Orders, and Credit Memos in SAP
• Reviewing customer purchase orders for completeness and following up with customers for any missing documentation, or clarifications
• Processing payment paperwork such as LC's and CAD orders, if required and communicate with US sales subsidiary regarding credit card transactions
• Creating Customer Accounts in local SAP, as required
• Processing Order Confirmations for distribution to customers
• Maintaining customers profiles to track exceptions to how their orders are to be shipped and communicate with other internal departments on changes to shipping requirements
• Updating and maintaining comments on customer orders in the header text in SAP to keep other departments current on status of payments and export compliance in order to ship goods
• Uploading order related documents into SAP - SLI’s, LC’S, Flow Charts, Background information sheet, special discount approval
• Reviewing open orders report daily and coordinating the timing to print pick lists and labels for instrument and parts orders, as well as following up on displayed inventory shortages with the production team
• Managing consolidation of shipments by country, as requested, and coordinating all paperwork
• Reviewing delivery date change requests from Production Planning, communicating with Customers regarding delivery delays, and processing revised order confirmations, if required
• Invoicing customers once required by individual order incoterms
• Processing debit notes for freight charges, and maintaining a log
• Perform export compliance reviews of customers and maintain appropriate export documentation
• Apply for export license, if applicable
• Process AES filing for orders and proformas requiring it to ship via courier
• Request quotes from freight forwarder, if required
• Responding to carrier requests for information
• Processing free trade agreement certificates and any additional documents for shipments as per customer requests
• Responding with appropriate detail to customer inquiries pertaining to order information/status, product availability, and/or the plan of action to support customer requirements and on time delivery
• Forwarding airway bills to customers as required
• Guiding, instructing and assisting coworkers regarding proforma invoices for shipments outside of sales orders.
• Ensuring compliance as appropriate with US Export Administration Regulations, and reporting any deviations to Compliance Officer or Administrator
• All other duties as assigned
  
  

Education and Experience Needed:

The Order Processing Analyst typically requires a combination of experience and skills. This role requires the following:

• Two-year AA degree and three years of order processing and/or shipping experience
• Possesses a solid understanding and working knowledge of SAP (order management, order actions, order administration and invoicing) and has the ability to manage the daily business needs
• Excellent computer skills, including use of Microsoft Outlook, Word and Excel
• Ability to communicate clearly and effectively in a professional manner at all levels in & outside organization
• Knowledge and experience with Shippers Letter Instructions, Shippers Export Declarations, Letters of Credit, and Cash Against Documents.
• Ability to quickly separate the mission-critical tasks from the lower priority tasks; focuses on the most value-added projects of the day or week
• Flexible, with a positive attitude and passion for knowledge
• Effective organizational skills with the ability to successfully manage multiple projects at once
  
  

Preferred skills include:

• Associates or Bachelor’s Degree
• Experience in a manufacturing environment
• Experience with export compliance
  
  

Competencies Needed:

The Order Processing Specialist will possess technical skills, interpersonal skills and industry knowledge to perform their role, including:

• Accountability
• Takes responsibility for all work activities and personal actions
• Follows through on commitments, and acknowledges and learns from mistakes
• Commitment
• Acts according to the principles, vision and values of the organization
• Shows support and enthusiasm in their work assignments
• Communication
• Demonstrates the ability to clearly get a point across
• Shows acumen in writing, listening, and reading comprehension
• Dependability
• Shows up to work on time and is fully utilized and accounted for during work hours
• Is relied upon and available when additional time and effort is required
• Integrity
• Behaves honorably and ethically, is truthful and can be trusted
• Uses sound judgement in decision making
• Problem Solving
• Effectively identifies issues and evaluates options
• Seeks guidance to resolve issues in the best interest of the organization
• Quality
• Works to the highest of quality standards by identifying problems, testing and checking their work, and paying close attention to detail
• Looks for ways to improve quality within their work area
• Teamwork
• Works effectively in inter-department and inter-company teams
• Understands their role in a workgroup
• Technical Expertise
• Demonstrates depth of knowledge and skills, and applies technical expertise
• Looks for opportunities to advance their technical skills
• Time Management
• Ability to achieve desired results within given time frames
• Decides between conflicting priorities or seeks guidance
  

Who we are:

Anton Paar's high-precision instruments help our customers develop every-day products from your shampoo to your shoes, your lunch and favorite beverages, your computer and medication, jet engines, batteries and the pavement on which you commute every day. We help Fortune 500 companies of almost every industry sector, start-ups, and leading universities conduct their research and quality control.

Owned by the charitable Santner Foundation, our investment into R&D is unmatched and leads to industry-leading products. We maintain fiscal stability and independence so we can handle today's and tomorrow's challenges, and aim to provide meaningful, long-term workplaces for all employees. Anton Paar is headquartered in Graz, Austria, and operates worldwide.

What We Do:

Anton Paar QuantaTec manufactures instruments for characterization of powders and porous materials using techniques like physisorption, chemisorption, gas pycnometry, mercury intrusion porosimetry, capillary flow porometry amongst others.

Supervision Exercised

This role is an independent contributor who is a member of multiple teams and does not have supervisory responsibilities.

Physical Requirements & Working Conditions

While performing the duties of this position, the employee is regularly required to sit, stand, walk, observe, communicate and handle items such as computers, machinery and other equipment. The employee must occasionally lift and/or move up to 20 pounds.



Position requires the ability to obtain a passport for international travel.

In regards to organizational issues, the employee will comply with the regulations set forward in the Anton Paar Employee Handbook, except if otherwise stated.

Anton Paar QuantaTec Inc. is an Equal Opportunity Employer. Employment opportunities at Anton Paar QuantaTec Inc. are based upon one's qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to: age, race, color, religion, sex, pregnancy, childbirth or related medical condition, sexual orientation, gender identity, national origin, genetic information, sickle cell trait, marital status, disability, veteran status or any other characteristic protected by law.