Our client is seeking an Entry-Level Order Administration Representative to join their dynamic team. In this role, you will support the sales and order-to-cash cycle by processing and managing customer orders accurately and efficiently. You will collaborate with various departments to ensure a seamless order-to-cash process, maintain customer satisfaction, and contribute to the organization's overall success.
This role is a hybrid model in Dayton, Ohio.
Order Administration Representative Responsibilities
Order Processing: Receive and accurately process customer orders via various channels, including email, phone, sales quotations, and online portals through the organization's order management systems.
Sales Quote Support: Assist sales teams with preparing accurate quotes before and after signature and convert quotes to orders in the respective systems.
Order Tracking: Monitor the status of orders to ensure timely fulfillment and delivery; proactively communicate with customers regarding delays or issues.
Customer Support: Address customer inquiries related to order status, software provisioning, shipping information, and product availability; provide timely and courteous responses to maintain high levels of customer satisfaction.
Inventory Awareness: Collaborate with global/regional distribution centers and inventory/product management teams to stay informed of inventory availability for order fulfillment.
Documentation: Maintain accurate and up-to-date documentation to track changes or updates to orders with relevant approvals per policy.
Quality Control: Verify the accuracy of order details-pricing, part numbers, customer contact, delivery information, and quantities-before processing orders; identify and rectify any discrepancies or errors.
Compliance: Ensure compliance with company policies and procedures, as well as industry regulations related to order processing and data privacy.
Problem Solving: Utilize critical-thinking abilities to resolve order-related issues effectively.
Collaboration: Build and maintain relationships with internal teams such as sales managers, sales operations, business division and sector controllers, operations, planners/buyers, export compliance, customer support teams, product managers, credit & collections, and cash applications.
Order Administration Representative Qualifications
Minimum high school diploma; a 2-4 year degree is preferred.
Strong organizational skills with attention to detail and accuracy in data entry and order processing.
Excellent written and verbal communication skills with a positive, service-oriented attitude.
Ability to work in a fast-paced environment, prioritize tasks, and meet deadlines.
Good retention of information and ability to adapt to training.
Open-mindedness to navigate challenges in a dynamic system environment.
Problem-solving and critical-thinking abilities.
Familiarity with Salesforce CRM systems, especially in quote-to-order conversions, amendments, and renewals, is a big plus.
Experience with top-tier Enterprise Resource Planning (ERP) systems like Oracle is beneficial.
Proficiency with Google Chrome, Gmail, Google Apps, Microsoft Office Suite, and data loading tools is a plus.
Experience in order administration, sales support, or a related field is beneficial but not mandatory.
Multi-lingual abilities are always a plus; some global regional language requirements may apply based on location.