Order Operations Administrative Assistant

Company Overview

• Create enthusiastic customers through providing ease of installation, responsive services, and competitive value based on decades of trusted experience.
• Cultivate a high performing, ethical culture centered around an entrepreneurial spirit and challenging work.
• Deliver positive value for our shareholders through excellence in innovation, industry collaboration and execution.

Job Summary

• Order Management: Managing the Order Fulfillment process, which can include order entry (data entry), processing, tracking shipments, and coordinating rush orders and transfers.
• Administrative Support: Performing general clerical and administrative tasks such as running reports, managing emails, organizing documents, and data entry.
• Coordination and Communication: Serving as a point of contact to liaise with internal teams (procurement, product services, sales, finance, shipping, logistics) and external stakeholders (customers, vendors, suppliers, carriers) to resolve order issues and provide updates.
• Scheduling and Planning: Assisting with scheduling meetings, taking order fulfillment action items from meetings, actively participating and taking notes for order entry actions needed, coordinating delivery timelines, calculating daily ship dates, and maintaining/reporting out metrics daily.

• Manage Dashboard: Oversee and maintain accuracy of the operations dashboard to ensure real-time visibility of order statuses key metrics, and actions needed.
• Update On-Holds: Review and update holds using information from the backlog report and holds emails to ensure all records are current and accurately reflected.
• Participate in Backorder Meetings: Attend and actively participate in backorder meetings to review order status, discuss constraints, and collaborate on resolution actions.
• Perform Line Changes: After each Backorder Meeting, execute necessary line changes in the system to correct or update order details as required (location changes, part number revisions, new ship date communication).
• Reports: Generate, Filter, and Manage any necessary reports. Create Pivot tables and work through data in spreadsheets.
• Exceptions Management: Manage exception cases to ensure parts are in the correct shipping location (ship loc). Identify and pull obsolete parts for replacement to maintain inventory accuracy and prevent fulfillment delays.

• Organization and Time Management: The ability to multitask, prioritize tasks, and manage deadlines effectively in a fast-paced environment is essential.
• Attention to Detail: High level of accuracy in data entry, documentation, and record-keeping is critical for smooth operations and compliance.
• Communication Skills: Excellent written and verbal communication skills are required for professional interaction with a diverse group of stakeholders.
• Technical Proficiency: Strong computer skills, particularly in Microsoft Office Suite (Word, Excel, Outlook, Teams), and the ability to quickly learn an ERP system (GSS- Global Shop and/or NetSuite), Salesforce.
• Problem-Solving: The capacity to identify operational issues, troubleshoot problems, recommend practical solutions, and adapt quickly to changing priorities.

Benefits