Order Processing & Operations Specialist

Artificial Turf Supply, a subsidiary of Outova, is seeking a detail-oriented Order Processing & Operations Specialist to manage orders from receipt to delivery. You’ll verify details, update inventory, coordinate with teams, resolve issues, and keep customers informed ensuring smooth operations and accurate, on-time shipments.

Join Outova – Shaping the Future of Outdoor Living

Outova is the ultimate destination for transforming outdoor spaces. As a collective of eight industry-leading companies, we offer exclusive products, including furniture, turf, fire pits, outdoor kitchens, grills, and heaters. Our mission is to provide cutting-edge, high-quality solutions that redefine outdoor living.

Headquartered in Fort Worth, Texas, with operations in California and New York, we serve customers nationwide, helping them bring their dream outdoor spaces to life. From humble beginnings, we've grown into a premier distributor of hearth and outdoor living products, setting the industry standard for quality, innovation, and design. To learn more about us and the products we offer, visit www.outova.com.

One of our key businesses, Artificial Turf Supply, is seeking a motivated Order Processing & Operations Specialist to join our team in Carlsbad, California.

Position Overview:

An Order Processing & Operations Specialist's job is to ensure the smooth and accurate processing of customer orders, from initial receipt to final shipment and delivery. They verify order details, update inventory, and coordinate with other departments like shipping, sales, and customer service. This role also involves tracking orders, resolving discrepancies, and communicating with customers about their order status through delivery

Key Responsibilities:

• Ensure order accuracy by checking items, quantities, and shipping addresses. Reviews shipping quotes, shipping carriers, and warehouse stock for optimal shipment scenarios.
• Use QuickBooks daily to create sales orders and invoices, receive payments, and submit orders to warehouses. Audits orders that are processed at the warehouse level for accuracy.
• Update inventory records after orders are processed and shipping confirmations are received. Alerts management to any shortages, discrepancies, or variances in inventory that may cause issues.
• Keep track of orders from start to finish, monitoring shipping progress, and communicating updates to customers. Responds to pre-delivery customer service issues by trouble shooting, following up with 3rd party warehouses & shipping companies, and relaying information back to the client.
• Address salesperson and customer inquiries, resolving issues related to orders, and providing order status updates.
• Collaborate with shipping, sales, and customer service teams to ensure seamless order processing.
• Enter order and shipping information into relevant systems and maintain accurate records. (e.g. CRM, QuickBooks)
• Identify and resolve any discrepancies or issues with orders, inventory, and shipping errors.

Qualifications:

• High school diploma or equivalent; additional education or college coursework a plus
• Proficient computer skills, including Microsoft Office Suite (Word, Excel, Outlook) and data entry software.
• Excellent attention to detail and strong organizational skills
• Strong analytical and problem-solving abilities
• Exceptional communication and interpersonal skills
• Active listening, empathetic demeanor and ability to keep cool under pressure
• Ability to follow written instructions and utilize math skills to ensure sales orders calculations and totals are correct
• Ability to work independently and collaboratively in a fast-paced environment
• Familiarity with artificial turf products and the construction industry is a plus

Key Competencies:

• Strong clerical skills with attention to detail
• Proficient in office management tasks
• Computer literacy, including proficiency in Microsoft Office Suite
• Excellent data entry skills
• Excellent customer service skills
• Ability to multitask and prioritize tasks effectively
• Strong organizational skills

Physical Activities:

Daily activity includes but is not limited to:

• Lifting, carrying, sitting, grasping, reaching, standing, kneeling, walking, bending, twisting.
• Reading, communication, math.
• Be able to regularly lift/move up to 25lbs.
• Noise level in the work environment is usually moderate to above moderate.
• Travel domestically and internationally based on business needs.

Compensation and Benefits:

• Hourly: Competitive hourly pay (non-exempt) commensurate with experience.
• Benefits: Comprehensive benefits package, including health insurance, retirement savings plans, and paid time off.
• Work Environment: Onsite

Outova and its affiliates are equal opportunity employers and maintain affirmative action plans to recruit, retain, develop, and promote qualified individuals without unlawful consideration of race, gender, gender identity, color, religion, sexual orientation, national origin, age, disability, citizenship status, veteran status, or any other characteristic protected by federal, state or local law. The company strives to maintain a work environment free from unlawful discrimination and harassment, where associates are treated with respect and dignity.