GENERAL SUMMARY OF POSITION:

The Order Entry and Administrative Assistant will process customer orders accurately and efficiently, deliver exceptional customer service to internal and external customers, and provide comprehensive administrative support to various departments. This role involves performing general administrative duties such as ordering office supplies, coordinating meetings, managing third-party relationships, data entry, and other tasks as assigned. The position also focuses on improving processes and procedures, with a preference for transitioning from paper records to electronic formats.

QUALIFICATIONS:

• High School Diploma or GED required
• Associate degree preferred or equivalent work experience
• 3 years of proven experience in an administrative role preferred
• 2+ years’ experience in an order entry/customer service role preferred
• Foreign language skills a plus (Japanese, Spanish, French)
• Hands-on experience using ERP systems is preferred (SAP, Oracle, Macola, NetSuite, etc.)
• Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, etc.
• Experience with Office 365 tools such as SharePoint and Microsoft Teams
• Ability to prioritize multiple projects and meet aggressive deadlines; confident and creative
• Sound judgment and problem-solving skills
• Understand how to effectively interpret situations and anticipate needs
• Customer-focused attitude with a high level of professionalism and discretion
• Utilize professional communication skills (oral and written) with a confident, concise, clear and compelling style
• Ability to work independently
• Work effectively without constant and direct supervision or guidance
• Can work collaboratively as a team member to meet goals
• Ability to consistently meet or exceed our internal and external customers’ expectations
• Ability to be positive during difficult or challenging situations

• Maintain confidentiality and demonstrate discretion when handling sensitive information
• Accurately enter and process customer orders in the company’s ERP system
• Verify and review order details for accuracy and completeness
• Coordinate with sales, production, and shipping departments to ensure timely and efficient order fulfillment
• Maintain and update customer records and order statuses in the system
• Handle customer inquiries promptly and professionally, ensuring a customer-focused attitude
• Prepare and distribute order-related reports to relevant departments
• Coordinate special projects, working collaboratively with staff to ensure deadlines are met
• Coordination of special events (i.e. customer meetings, tradeshows, etc.)
• Perform general administrative duties, including ordering office supplies, meeting organization, third-party management, and data entry
• Consistently seek opportunities to improve processes and procedures, prioritizing efficiency and electronic record-keeping
• Support various departments with additional tasks and projects as needed
• Other job duties as assigned