Website:
imprintstaff.com
Job details:
We are seeking a highly motivated and detail-oriented individual to join our team as an Order Management & Estimating Coordinator. This dual-role position is critical in supporting our day-to-day operations and providing direct administrative assistance to management. The ideal candidate will excel in managing communications, processing and analyzing orders, maintaining accurate records, overseeing shipping logistics, and supporting leadership with scheduling, reporting, and organizational tasks. Strong communication skills, familiarity with US culture, and the ability to work night shifts in a fast-paced environment are essential.
Key Responsibilities:
Order Management & Estimating Coordinator:
- Email Management:
- Monitor and promptly address all incoming emails.
- Provide accurate and timely responses to client inquiries and internal communications.
- Order Processing & Analysis:
- Analyze and prepare repeat orders and orders with changes.
- Review and prepare quote requests with accuracy and completeness.
- Compare pricing from previous jobs, quotes, and vendors to identify the best options.
- Order Status Updates:
- Update and maintain order and delivery status for clients and the internal team.
- Communicate progress and changes clearly to clients.
- Shipping & Logistics:
- Create UPS and FedEx shipping labels.
- Track and update shipments to ensure timely delivery.
- Manage shipping schedules for efficiency.
- Record Keeping:
- Maintain accurate logs of email correspondence, order processing, and shipping activities.
- Ensure records are well-organized for reporting and reference.
Executive Assistant (EA) Responsibilities:
- Provide administrative support to management by handling schedules, calendars, meetings, and correspondence.
- Assist in preparing reports, presentations, and other business documents.
- Organize and maintain digital and physical files and records.
- Coordinate travel, events, and logistics when required.
- Manage confidential information with discretion and professionalism.
- Support management with special projects and ad hoc tasks as needed.
Qualifications:
- Communication Skills: Excellent written and verbal communication, with strong ability to interact with clients and internal stakeholders.
- Cultural Familiarity: Understanding of US culture and business practices.
- Work Schedule: Willingness to work night shifts.
- Attention to Detail: Strong organizational skills with ability to handle multiple priorities effectively.
- Technical Proficiency: Skilled in Microsoft Excel, CRM systems, and shipping platforms (UPS, FedEx).
- Administrative Skills: Ability to manage schedules, documents, and sensitive information with accuracy and confidentiality.
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