What are the responsibilities and job description for the Order Entry / Billing Clerk position at Palmer Candy Company?
Job Title: Order Entry/Billing Clerk
Department: Office
Shift: 1st shift
Employment Status: Non-Exempt
Reports to: Accounting Manager
Position Summary
The Order Entry/Billing Clerk is responsible for processing customer orders accurately and efficiently while providing exceptional customer service. This position receives and enters orders through multiple channels, including EDI, phone, email, and other electronic methods, which may occur in high volumes during peak business periods. The role supports daily office operations and works collaboratively with internal departments to ensure timely and accurate order fulfillment.
This role operates in a fast-paced office environment within a food manufacturing company and requires strong organizational skills, attention to detail, the ability to prioritize multiple responsibilities, and a commitment to accuracy and confidentiality.
Essential Duties & Responsibilities
- Perform front office duties, including answering phones and greeting company visitors
- Receive, review, and accurately enter customer orders into the company's ERP system with completeness and compliance with customer specifications
- Generate electronic invoices and distribute them to customers as appropriate
- Verify product availability by checking inventory and communicate estimated shipping dates or potential delays to customers
- Calculate pricing, discounts, and other applicable charges by using provided price guides.
- Monitor customer accounts for credit holds and verify customer information is accurate and up to date
- Respond to customer inquiries regarding orders, shipments, and product information through phone and email correspondence
- Collaborate with the Sales Team and other departments to ensure accurate customer pricing and order processing
- Prioritize tasks based on importance and business needs
- Occasional overtime may be required based on business needs
- Regular and reliable attendance is required
Required
- High school diploma or GED
- Strong computer skills, including data entry and 10-key proficiency
- Experience with EDI systems or similar order entry processes
- Detail-oriented with a high level of accuracy in order processing and data entry
- Effective verbal and written communication skills
- Ability to work independently while contributing effectively as part of a team
- Ability to manage multiple priorities in a fast-paced environment
- Strong organizational, time management, and problem-solving skills
- Proficiency with Microsoft Office, including Excel, Word, Outlook, and PowerPoint
Preferred
- Two years of experience in order entry, billing, customer service, or a related office support role
- Experience with SAP or similar ERP systems preferred
Working Conditions & Physical Requirements
- Prolonged periods of sitting while working at a computer
- Frequent use of a computer, keyboard, telephone, and other standard office equipment
- Occasional standing, walking, bending, reaching, and carrying office materials
- Visual ability to review detailed financial information and computer screens
- Manual dexterity sufficient to operate office equipment and perform data entry
This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Management reserves the right to modify job responsibilities, assign additional duties, or revise this job description as business needs change.