Order Processing Administrator

Summary

The Order Processing Administrator is responsible for verifying the accuracy of all purchase orders and entering them into the ERP system in a timely, accurate manner. This critical role ensures our customers receive exactly what they’ve asked for, which helps us achieve our company-wide goal of nurturing loyal fans and delivering quality furniture on time.

The Order Processing Administrator shares the responsibilities of order checking and order entering equally and provides occasional administrative support to the Customer Service team. Keilhauer orders are placed by mail, fax and email in the form of a purchase order (PO), and it is your responsibility to meticulously examine each for accuracy and verification of details such as product specification, vendor information, ship-to address, pricing, freight requirements, etc. Discrepancies must be cleared up prior to an order being placed, so it is essential to have strong time management skills and organizational abilities. In this role, you will frequently liaise with various departments via email to complete order information.

This role is best suited to an organized professional with a strong sense of urgency who is passionate about providing excellent customer service. Strong writing skills, exceptional attention to detail and accuracy are required. Responding to our customers’ needs in a timely manner furthers Keilhauer’s mission of making work comfortable for all.

Primary Responsibilities

Reviews and processes purchase orders accurately and efficiently, including:

• Checking all POs for accuracy within one day of receipt.
• Verifying shipping requirements, product specifications, finishes, regional regulations, pricing, discounts, commissions and special modifications.
• Following up with customers or sales representatives to resolve missing or unclear information before entry.
• Verifying customer return letters and attaching them to the corresponding order.
• Entering each PO accurately into SyteLine within 24 hours of receipt.
• Maintaining ship-to accommodation and terms and conditions files.
• Forwarding emails to the appropriate internal departments as needed.

Qualifications

• 1 year experience performing detailed administrative duties; previous order entry experience is an asset.
• Completion of a high school diploma.
• Strong aptitude with Microsoft Word, Excel, Outlook, the internet and other technical programs; Previous experience using SyteLine or similar ERP is an asset.
• Fast and accurate keyboarding skills (50+ WPM).

Working Conditions

This role is performed primarily in an office environment which is typically quiet. Most of your duties will be fulfilled with the use of a computer and office equipment, with communication taking place by phone, email or in person. Some functions of your role will be conducted in the manufacturing facility, where you may be exposed to dust particulates and noise.

• This position requires long periods of focused reading and data entry.
• Must be able to multi-task and handle frequent interruptions to planned work activities.
• Must maintain a sense of urgency under tight deadlines.
• Must be able to respond and adapt quickly in a dynamic and changing environment.
• Must be able to handle the stress of dealing with customer issues in a professional manner.
• Must be willing to participate in seminars, training and/or thought leadership relevant to the position or industry.
• Follows all company and OSHA Safety regulations; works in a safe manner and uses personal protective equipment, if required; reinforces housekeeping and Keilhauer’s core values.