Order Processing Coordinator

OVERVIEW & PURPOSE

The Administrative Coordinator is responsible for providing administrative and order-processing support in coordination with management. This position works closely with the Sales, Operations, Service, Warehouse, and Logistics teams to ensure orders are processed accurately and efficiently, improve the overall order workflow, and support a positive client experience.

ESSENTIAL FUNCTIONS

• Reviews, organizes, and verifies sales order information, supporting documentation, and other source data before entry and processing.

• Identifies information that must be entered into company systems and confirms that all required documentation has been received.

• Communicates with appropriate team members, including Sales, Administration, Operations, Service, Warehouse, and Logistics, to resolve questions, discrepancies, inconsistencies, or missing information.

• Processes sales orders submitted by the Sales team and translates order information into the appropriate format for delivery, installation, billing, and related operational activities.

• Accurately enters alphabetic, numeric, and other required information into company systems in accordance with established procedures and guidelines.

• Reviews entered information against source documents and makes corrections as necessary.

• Responds promptly and professionally to employee questions regarding order status, entered data, and supporting documentation.

• Monitors assigned orders throughout the order process and communicates potential delays, concerns, or incomplete information to the appropriate individuals.

• Provides additional administrative and order-processing support for large, complex, or high-value transactions.

• Provides general administrative support, including preparing correspondence, maintaining calendars, scheduling meetings, and coordinating related activities.

• Maintains accurate and organized electronic and physical files in accordance with company procedures.

• Provides backup support for the Branch Administrative Coordinator Level 3 and other administrative team members as needed.

• Maintains regular and reliable attendance and reports to work on time.

• Maintains a neat, organized, and professional work area.

• Protects confidential and proprietary company, employee, and client information.

• Performs other duties and special projects as assigned.

COMPETENCIES

• Strong organizational skills and the ability to manage multiple priorities, assignments, and deadlines.

• Excellent attention to detail and commitment to accuracy.

• Strong written and verbal communication skills.

• Professional and responsive customer service skills.

• Ability to identify missing or inconsistent information and take appropriate steps to resolve issues.

• Ability to work effectively and collaboratively with employees across multiple departments.

• Ability to follow established procedures while adapting to changing business needs.

• Ability to work independently with appropriate judgment and minimal supervision.

• Proficiency with computers and standard business software, including Microsoft Word, Excel, Outlook, and related Microsoft Office applications.

• Ability to learn and effectively use new systems, software applications, and business processes.

• Knowledge of data entry, document processing, and general administrative procedures.

• Familiarity with eAutomate, Salesforce, or similar enterprise and customer relationship management systems is preferred.

• Knowledge of standard office equipment and internet-based applications.

• Strong clerical, proofreading, keyboarding, and data-entry skills.

• Ability to maintain confidentiality and handle sensitive information appropriately.

SUPERVISORY RESPONSIBILITY

This position has no supervisory responsibilities.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

This position primarily operates in a professional office environment and routinely uses standard office equipment, including computers, telephones, photocopiers, scanners, filing cabinets, and other business equipment.

The noise level in the work environment is generally moderate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully