Order Administration Specialist

The Order Administration Specialist will manage all aspects of incoming spectroscopy orders for domestic, international and intercompany territories.  Interdepartmental collaboration to assist in maintenance of proficient order processing.  Support global sales teams regarding information pertaining to order receipt, status, delivery, and invoicing.  Manage phone inquiries and emails in an efficient and professional manner, routing them to the appropriate support personnel if needed.  Coordinate deliveries with operations teams.

Essential Duties

• Coordinate administration of incoming orders, including communication maintenance between Sales, customers, and production teams and maintain adherence to documented workflows.


• Manage order flow through process of order receipt, order review, booking, delivery updates, shipping, and invoicing.


• Lead and maintain communication with customers, sales, and internal departments to confirm order specification requirements are met and accurate.


• Manage phone inquiries and emails from internal and external customers in a timely and professional manner.


• Manage preparation of additional documents as required to facilitate order fulfillment, in accordance with company policy and Government standards.


• Oversee and attend status meetings and communicate risks to business as it relates to individual orders.

Essential Requirements

• Ability to multi-task, prioritize and manage cross-functional tasks, and to adapt to changing priorities and deadlines in fast-paced environment.


• Strong ability to analyze situations and make informed decisions.


• Excellent verbal and written communication skills.


• Strong problem-solving abilities.


• Strong attention to detail to ensure accuracy.

Additional Requirements

• 2+ years customer service-related experience.


• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and other relevant software tools.


• Experience working with CRM tool (Salesforce) preferred.


• Experience working with ERP systems (SAP) preferred.

Education & Experience Requirements

• High School Diploma or equivalent required.


• 2 years working in a manufacturing environment preferred.