Office Clerk

Role Summary

The Sales Office Clerk provides administrative and customer service support to the Sales team by processing orders, maintaining accurate customer and pricing information, and coordinating communication between customers, sales, and operations. This role ensures timely, accurate order entry and documentation, supports invoicing and issue resolution, and helps deliver excellent customer experience.

Key Responsibilities

• Enter and process customer orders accurately and promptly in the ERP/order management system; verify pricing, items, quantities, delivery dates, and customer information.
• Respond to customer inquiries by phone and email regarding order status, product availability, pricing, credits/returns, and delivery issues; route complex issues to the appropriate team.
• Coordinate with Sales, Warehouse/Shipping, and Operations to ensure orders are fulfilled correctly and on time; communicate changes, backorders, and substitutions as needed.
• Prepare, review, and distribute order documentation such as order confirmations, pick tickets, invoices, credits, and customer correspondence; maintain organized electronic and paper files.
• Support billing/invoicing activities by verifying shipment information, resolving discrepancies, and assisting with customer account questions in partnership with accounting.
• Maintain customer master data and price lists (as authorized), including updates to contact information, terms, tax documentation, and promotions/discounts; ensure accuracy and compliance with policy.
• Assist with sales support tasks such as preparing quotes, reports, and spreadsheets; track open orders, returns, and customer requests; provide status updates to the Sales team.
• Handle general office responsibilities including answering phones, scheduling, mail/shipping, and ordering office supplies; support cross-coverage within the department.
• Other duties as assigned.

Knowledge, Skills & Abilities

• Strong customer service and communication skills (phone, email, and in person) with a professional, solutions-oriented approach.
• High attention to detail and accuracy for order entry, pricing, documentation, and recordkeeping.
• Strong organizational skills with the ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and comfort learning ERP/CRM and order management systems.
• Basic math and problem-solving skills to research discrepancies, credits, and billing questions.
• Ability to work collaboratively across departments (Sales, Operations, Warehouse, Accounting) and handle confidential information appropriately.

Qualifications

• High school diploma or GED required; associate degree or additional coursework in business/administration a plus.·
• 1–3 years of experience in an office support, customer service, sales support, order entry, or administrative role preferred.
• Strong typing/data entry skills with demonstrated accuracy; experience with ERP/order management systems preferred.
• Proficiency with Microsoft Office (Excel, Word, Outlook); ability to learn new systems quickly.
• Bilingual (English/Spanish) a plus, depending on customer base.

Physical Requirements

• Sedentary work: Ability to sit for extended periods and perform computer-based work including order entry, email/phone communication, and reporting.
• Manual dexterity: Ability to use hands and fingers for keyboarding and operating standard office equipment (computer, phone, copier).
• Vision/communication: Ability to read and interpret documents and communicate clearly by phone, email, and in person.
• Light lifting: Ability to occasionally lift and carry up to 15 pounds (files, packages, office supplies).

Work Environment

• Primarily an office environment with frequent phone and computer use and regular interaction with customers and internal teams.
• May periodically enter warehouse/shipping or production areas to coordinate orders or paperwork; required PPE must be worn in designated areas.
• Work schedule is generally daytime business hours; flexibility may be required during peak periods or month-end processes.
• Work environment subject to change based on duties performed.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person