Order Management Specialist
Job Description
We are seeking a friendly, organized, and detail-oriented Order Management Specialist to support daily office and customer service operations. This position will handle phone and email communication, order processing, invoicing, scheduling, customer records, and general administrative tasks while working closely with customers and internal teams.
Key Responsibilities
- Answer and direct phone calls and respond to customer inquiries.
- Review customer purchase orders, open order reports, and online customer portals for accuracy.
- Enter and confirm customer orders and communicate special requirements to warehouse and production teams.
- Create invoices and process credit card payments.
- Maintain customer records, contact lists, parts lists, routing guides, and related documentation.
- Update master and daily production/shipping schedules.
- Process online orders from inventory review through packing, invoicing, and customer updates.
- Assist with returns following management approval.
- Prepare daily, weekly, monthly, quarterly, and annual sales reports.
- Assist with customer setup, new part checklists, process improvements, and other projects.
- Support year-end activities and annual inventory counts.
- Perform filing, scanning, and general office duties.
- Perform other duties as assigned.
- Frequent use of computers and phones throughout the workday.
- 2–3 years of related administrative, customer service, or office experience.
- College degree preferred but not required.
- Strong organizational and attention-to-detail skills.
- Excellent verbal and written communication skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Ability to work independently and as part of a team.
- Ability to remain professional, calm, and organized during busy periods.
- Ability to read, write, speak, and understand English.
Required:
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Outlook
- Google Drive, Docs, and Sheets
- HubSpot
- Sage
- SAP
- SharePoint
- Adobe
- Squarespace
Meet Your Recruiter
Monica Kanini
Recruiter
As a Talent Acquisition Specialist, Monica is passionate about building meaningful relationships and delivering exceptional customer service to both clients and candidates. She is committed to creating positive hiring experiences while fostering a collaborative, team-oriented environment. Monica takes pride in understanding the unique needs of each client and connecting them with qualified talent that supports their business goals.
A graduate of Chapman University with a Master of Business Administration and a Bachelor's degree in International Studies from United States International University, Monica brings a diverse perspective and strong business acumen to her role. She is driven by curiosity, enjoys learning from the people she meets, and is committed to continuous personal and professional growth. Monica is also an advocate for workplace well-being and believes that healthy, supportive work environments lead to stronger teams and better outcomes
Outside of work, Monica enjoys maintaining a balanced lifestyle by spending time with friends, taking weekend road trips, practicing yoga, running, and prioritizing her overall well-being. She is also the author of a self-help course focused on personal growth and resilience, inspired by her passion for helping others overcome life's challenges. When she's not staying active, she enjoys unwinding with a good book or treating herself to a relaxing spa day.