Order Processing Administrator in San Diego, CA at Pridestaff

Date Posted: 6/12/2018

Job Snapshot

Job Description

:-The main purpose of this position is to handle new Third-Party Order processing,...'>

Job Description

Order Processing Administrator

Job Description:

-The main purpose of this position is to handle new Third-Party Order processing, which involves receiving quotation from external vendors, creating sales orders, creating purchase order based on sales order, arrange delivery to the customer, posting good receipt and creating invoices.  Additionally, this new position will relieve some workload (especially with A/R, account reconciliation and storage location management) on existing staff members so that greater attention can be given to customer service. With increased number of products being produced, there is a much higher amount of quote requests

-60% Processing Sales Orders, Purchase Order and Update Delivery Status:

• Send inquiry for quotation to vendors,

• Send quotation to Customer

• Receive, confirm and process third party sales orders with customers.

• Create and process Purchase Orders to vendors and monitor its production/delivery schedule

• Create, process weekly and monthly 3rd party parts orders.

• Coordinate with Procurement Department on specialty parts, identify possible substitution.

-25% Coordinating Parts Shipment:

• Maintain and update customer with shipment information when parts are ready for pick up at vendor's facility.

• Maintain and update customer of shipment schedule when HT arranges the shipment to customer.

• Coordinate and arrange required custom document to clear customs for parts coming from overseas.

• File packing slips, prioritized loading sheet, photo record, Bill of Lading (BOL) and maintain these records corresponding to each Sales Order folder for future claim issue.

• Create Commercial Invoice and Certificate of Origin according to the NAFTA policy for international shipment to Mexico and Canada.

-10% Processing Invoices and Customer Claims:

• Coordinate with Accounting Department to establish new account with new customer & new vendor

• Process all invoices to customers & to vendors; maintain hard-copy and digital record of all invoices.

• Process and maintain records of all freight bills on all shipments.

• Create and process credit and debit memos for special sales, claims and returns

• Process and manage any customer claims (damaged, lost, wrong or missing parts)

• Upon payment confirmation received from Accounting Department, update and archive Sales Orders.

• Follow up with customers on all outstanding Account Receivables and late payments.

-5% General:

• Archive all records for completed Sales Orders at the end of the year

• Send weekly part status report to customer

• Answer incoming call from customers and inter departments.

• Performs other duties as assigned

    • Bachelor’s Degree (Preferred)
    • Software skills: MS Excel, SAP (or other ERP package) (Preferred)
    • Transportation or manufacturing background (Preferred)

This is a Temp-to-Hire opportunity