Order Management Administrator

Order Management Administrator

Picarro is looking for a highly organized, detail-oriented, and energetic Order Management Administrator to support Sales Operations at our headquarters in Santa Clara, CA. This individual will be part of the Sales Operations and Enablement team and will report to the Sr. Order Management Accountant.

The Order Management Administrator will ensure the accurate and timely processing of customer orders from initiation to fulfillment. This position involves collaboration across various departments, such as sales, inventory, finance, and shipping, to promote smooth and efficient order operations. The role also requires close cooperation with different teams, including sales, logistics, and customer service, to optimize the order fulfillment process. The ideal candidate will be detail-oriented, possess strong organizational skills, and have a solid understanding of order processing systems.

Key Responsibilities:

Order Processing:

• Receive and review customer orders for completeness and accuracy.
• Enter orders into the order management system, ensuring proper documentation and correct customer details.
• Verify product availability, coordinate with inventory, and escalate issues as needed.
• Work closely with the finance department to ensure all payments and invoices are processed accurately.
• Basic Knowledge of incoterms and freight terminology.

Customer Support:

• Engage with customers to verify order details, resolve any discrepancies, and address their inquiries or concerns.
• Coordinate delivery timelines with customers and internal teams to ensure timely order fulfillment.

Order Tracking & Reporting:

• Monitor the status of orders through the entire fulfillment process.
• Update and keep accurate records in the order management system.
• Generate regular reports on order status, backorders, and delivery performance for management.

Collaboration:

• Liaise with sales, warehouse, and logistics teams to ensure smooth processing and timely dispatch of orders.
• Ensure effective communication with internal departments to resolve any order issues or delays.

Problem Resolution:

• Take proactive steps to resolve order discrepancies and troubleshoot issues related to order fulfillment, shipping, and inventory.
• Handle returns, exchanges, and cancellations or orders according to company policies.

Process Improvement:

• Regularly assess and refine order management processes to boost efficiency and customer satisfaction.
• Identify potential process bottlenecks and recommend solutions.
• Create and/or maintain documented work instructions.

Requirements/Qualifications:

• Education: A degree in Business Administration, Supply Chain Management, or a related field is preferred.
• Experience: Minimum of 2 years of experience in order management, customer service, or a related role.
• Technical Skills: Proficient in order management systems and the Microsoft Office Suite. Experienced with ERP systems such as SAP, Oracle, etc.
• Team Collaboration: Ability to work effectively in a team environment and collaborate with cross-functional departments.

Desired Attributes:

• Attention to Detail: Strong organizational skills with a keen eye for detail to ensure accuracy in order processing and documentation.
• Communication Skills: Excellent verbal and written communication skills, with the ability to interact professionally with customers and internal teams.
• Problem-Solving: Demonstrated ability to identify issues, analyze problems, and develop effective solutions promptly.