Order Processor Specialist

Job description:

We are seeking a self-starter committed to delivering a high-level of customer service. The candidate will be based out of our corporate offices in Ronkonkoma, NY and will support our customer base within the US, North America and globally.

Recent college/university graduates are welcome!

Order Processor:

Position Summary

The Order Processor is responsible for supporting the complete customer order process from receipt of the purchase order through shipment and invoicing. This position serves as a key liaison between customers, Sales, Production Control, Shipping, and Finance to ensure customer orders are entered accurately, scheduled appropriately, shipped on time, and invoiced correctly.

The ideal candidate is highly organized, detail-oriented, customer-focused, and comfortable coordinating multiple orders and priorities in a manufacturing environment.

Key Responsibilities:

Customer Order Processing

• Receive and review customer purchase orders for completeness and accuracy.
• Enter sales orders accurately and promptly into the ERP system.
• Verify pricing, quantities, part numbers, customer information, shipping instructions, payment terms, and requested delivery dates.
• Identify discrepancies between customer purchase orders, quotations, and system information and coordinate resolution with Sales or the customer.
• Maintain accurate customer order information and update orders when requirements or delivery dates change.
• Maintain customer-specific documentation and order requirements.

Customer Communication

• Serve as a primary administrative contact for customers regarding order status, delivery dates, shipments, and routine order-related questions.
• Acknowledge receipt of customer orders and provide order confirmations when required.
• Coordinate customer requests with the appropriate internal departments.

Shipping Documentation

• Coordinate with Shipping to ensure completed orders are released for shipment.
• Prepare packing slips and other required shipping documentation.
• Verify quantities, part numbers, customer purchase order references, ship-to addresses, and shipping instructions before release.
• Ensure customer-specific shipping and documentation requirements are followed.
• Maintain appropriate records of completed shipments.

Customer Invoicing

• Generate customer invoices promptly after shipment.
• Verify that invoices agree with the sales order, packing slip, customer purchase order, and actual quantities shipped.
• Confirm pricing, freight charges, payment terms, taxes, and other applicable charges before invoicing.
• Submit invoices through customer portals or other required methods when applicable.
• Coordinate with Finance/Accounts Receivable to resolve invoicing discrepancies, credit issues, or customer questions.

Order Management & Follow-Up

• Maintain and regularly review the open sales order report.
• Follow orders from initial entry through production, shipment, and invoicing.
• Ensure completed shipments are invoiced promptly and accurately.
• Identify orders that are delayed, incomplete, on hold, or otherwise require attention.
• Assist management with sales order, backlog, shipment, and delivery information as requested.
• Maintain organized electronic records related to customer orders and shipments.

We welcome recent graduates who are eager to learn, committed to building a long-term career, and looking for an opportunity to grow and develop professionally within the company.

Key Competencies:

• Customer service
• Attention to detail
• Order ownership and follow-through
• Organization and time management
• Problem solving
• Professional communication
• Cross-functional teamwork
• Sense of urgency
• Accuracy in documentation and data entry

Measures of Success

Success in this position includes:

• Accurate and timely sales order entry.
• Prompt response to customer inquiries.
• Effective coordination of customer requirements with Production Control.
• Proactive identification of potential delivery issues.
• Accurate packing slips and shipping documentation.
• Timely and accurate invoicing following shipment.
• Minimal order-entry and invoicing errors.
• Strong ownership of orders from receipt through final invoicing.

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Experience:

• Sales administration: 2 years (Required)
• Order Processing : 2 years (Required)
• Shipping documentation: 2 years (Required)
• Invoice Processing: 2 years (Required)
• Customer Service : 3 years (Required)

Language:

• Spanish (Preferred)

Work Location: In person

Pay: $19.00 - $23.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Preferred)

Experience:

• Order Processing : 2 years (Required)
• Customer Service : 3 years (Required)
• Shipping documentation: 2 years (Required)
• Invoicing : 2 years (Required)
• Production Specialist : 2 years (Required)
• Manufacturing Environment: 3 years (Required)

Work Location: In person

Salary : $19 - $23