Order Processing Specialist

Division
Life Sciences

About the Organization
By joining the Instant Systems team, you will be at the forefront of innovation in med tech and biotechnology. You will work with innovative companies who are leading the way in creating lifesaving therapies for patients around the world. You will work side by side with your fellow team members to create future innovations for best patient outcomes. We are looking for strategic problem solvers who thrive in an autonomous environment of diverse and energized collaborators. If you are motivated by new challenges and opportunities for skills growth, we welcome you to apply. Your energy and expertise is valuable, spend it making a difference on a worthy mission.

Description

The Order Processing Specialist (OPS) is responsible for managing the end-to-end process of fulfilling customer orders, from order entry to shipment and invoicing. This role requires exceptional attention to detail, strong organizational skills, and the ability to collaborate effectively with various internal teams to ensure timely and accurate order fulfillment.

Responsibilities:

• Accurately enter customer orders into the company's order management system, ensuring all relevant information is captured correctly, including product details, quantities, pricing, and shipping instructions.
• Review orders for accuracy and completeness, verifying pricing, product availability, and shipping requirements to ensure orders can be processed without delays or errors.
• Maintain accurate and up-to-date records of all order-related transactions, including order entry, shipping details, invoices, and correspondence with customers or vendors.
• Monitor order status and progress throughout the fulfillment process, proactively identifying and addressing any issues or delays to ensure on-time delivery to customers.
• Coordinate with the warehouse or inventory team to ensure sufficient stock levels are maintained to fulfill customer orders, and update inventory records as needed to reflect order allocations and shipments.
• Collaborate with logistics and shipping partners to schedule shipments, arrange for pick-ups or deliveries, and ensure proper documentation and labeling requirements are met for each shipment.
• Communicate order status updates, shipment tracking information, and any potential issues or delays to internal stakeholders and to assigned customers in a timely and professional manner, providing excellent customer service and addressing any inquiries or concerns.
• Generate and submit invoices for completed orders and ensure accurate billing information is provided to the finance department for processing, reconciling any discrepancies or errors as needed.
• Provide support for invoice reconciliation
• Maintain accurate records of all orders, invoices, shipping documents, and related correspondence in accordance with company policies and procedures, ensuring compliance with record-keeping requirements.
• Identify opportunities to streamline order processing workflows, improve efficiency, and enhance customer satisfaction, and collaborate with cross-functional teams to implement process improvements and best practices.
  • Other Responsibilities
  • As assigned

To be considered you'll need:

• An associate's degree in business administration, finance or supply chain. Bachelor's degree preferred.
• Previous experience in order processing, customer service, or administrative roles.
• Strong attention to detail
• Solid company-centric ideology.
• Creative problem-solving skills.
• The ability to balance multiple priorities.
• Core values of honesty and respect.
• A thirst for learning.
• The desire to be challenged.

You will thrive if you:

• Enjoy an autonomous work environment.
• Have a LEAN mindset.
• Are the first person to help.
• Seek out opportunities to bring added value.

Company Benefits & Perks:

• 401K
• Health Benefits: Medical, Dental, Vision
• Wellness Program
• Life Insurance
• Corporate Sponsored Events
• Skill growth opportunities
• Short Term Disability
• Ability to Advance
• Working with energetic & creative problem solvers
• A mission worthy of your energy and expertise

Applicants for this position must successfully pass background, drug screen and reference check. It is impossible to list every requirement for, or responsibility of, any position. Similarly, we cannot identify all the skills a position may require since job responsibilities and the Company's needs may change over time. Therefore, the above job description is not comprehensive or exhaustive. The Company reserves the right to adjust, add to or eliminate any aspect of the above description. The Company also retains the right to require all employees to undertake additional or different job responsibilities when necessary to meet business needs.

Full-Time/Part-Time
Full-Time

EOE Statement
Instant Systems' provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Salary Range

This position is currently accepting applications.

Location: South Norfolk, VA, US

Posted Date: 11/30/2024