We are seeking a detail-oriented Administrative Order Management Assistant to manage office administration and complete order lifecycle from order entry to invoice. This role serves as the primary point of contact between the sales team, customers, vendors, and office staff, ensuring timely communication and a seamless process. The ideal candidate will be highly organized, capable of managing multiple priorities, and experienced in customer service, data processing, and administrative support functions.

Schedule: Monday-Friday 9am-2pm. Potential for full-time hours for the right fit, if needed.

Location: Onsite in the Embry Hills area Pay rate: $20-$24/hour depending on experience

Key Responsibilities

• Manage customer orders from receipt through completion, ensuring accuracy and timely processing.
• Review and process orders submitted by the sales team.
• Serve as the primary liaison between customers, vendors, and internal departments throughout the order fulfillment process.
• Provide customers with regular updates regarding order status, inventory availability, shipping timelines, and delivery dates.
• Coordinate with vendors to monitor inventory, confirm order details, and track shipments.
• Manage both short-term orders that may be fulfilled within a few days and longer-term orders with extended lead times.
• Maintain accurate records of customer orders, communications, and account information.
• Process and update data across company systems, ensuring information is entered accurately and maintained consistently.
• Prepare, organize, and maintain electronic and physical filing systems.
• Assist with generating and sending invoices to customers upon order completion.
• Utilize QuickBooks for order tracking, invoicing, and record maintenance.
• Answer and direct incoming phone calls, providing professional customer service and support.
• Respond to customer inquiries regarding order status, product availability, and billing questions.
• Resolve order discrepancies and customer concerns in a timely and professional manner.
• Perform general administrative and clerical duties as needed.

Qualifications

• 2+ years of experience in order management and/or administrative support.
• Experience within logistics.
• Experience with QuickBooks preferred but not required.
• Bilingual in Spanish and English is preferred but not required.
• Strong data entry and data processing skills with a high level of accuracy.
• Excellent verbal and written communication skills.
• Professional phone etiquette and customer service skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to prioritize work and manage multiple orders in various stages of completion.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.