Order Processing Specialist

Assist in the processes that drive sales while delivering exceptional customer service.

Structured is seeking a detail-oriented Order Processing Specialist to join our team. In this role, you’ll manage the full sales order process. From verifying and entering purchase orders, to tracking shipments, coordinating with vendors, and ensuring accurate billing. You’ll serve as the bridge vendors and internal teams, ensuring orders are processed efficiently, and meet expectations. This position requires exceptional organizational skills, strong communication, and the ability to troubleshoot and resolve issues quickly.

(Must be able to work on-site in Clackamas, Oregon five days a week.)

About Structured

Structured Communication Systems is a leading information technology consultancy and systems integrator. We are experts at architecting and implementing secure and reliable solutions for delivering business applications, ensuring business continuity, enhancing data center performance and efficiency, enabling mobile workers, securing information assets and providing information security and governance.

Compensation: $23.00 – $28.00 per hour

Essential Duties and Responsibilities:

An individual must be able to perform each essential duty satisfactorily in order to meet the qualifications required to perform this job successfully.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Facilitates the internal purchase order process by ensuring all order details are accurate and complete in both internal and external documentation.
• Accurately enters, updates, and maintains order information in designated accounting and CRM systems.
• Reviews and submits vendor purchase orders to ensure alignment with approved quotes and customer requirements.
• Verifies pricing, terms, part numbers, and shipping details prior to order submission to vendors.
• Prepares and submits vendor invoices for seamless handoff to billing operations.
• Handles and processes customer payments electronically as needed.
• Maintains organized electronic and physical filing systems for records, correspondence, and other materials.
• Assists internal team with resolving customer problems with deliveries; communicates effectively internally to resolve any issues regarding an order.
• Collaborates with internal teams to identify recurring issues and work to develop solutions that drive long-term resolution.
• Engages in cross-departmental training and meetings to enhance collaboration and optimize the internal purchase order process. 
• Assists with internal reporting and data analysis on sales order metrics, backlog, and fulfillment rates.
• Additional duties as assigned.

Competencies:

• Promotes and maintains a high standard of customer service at all times.
• Strong interpersonal skills, including communicating, fostering, and maintaining relationships with internal teams, customers, prospective customers, and vendors.
• Strong organization and time management capabilities, exceptional attention to detail, and the ability to effectively work on multiple projects in a rapidly changing environment.
• Excellent troubleshooting, problem resolution and documentation skills.
• Ability to maintain and continually develop accurate product and application knowledge.
• Ability to work independently on assigned tasks as well as accept directions on given assignments.
• Excellent verbal and written communication skills.
• Ability to maintain strict confidentiality.

Education and Experience:

High School Diploma or GED and a minimum of two years’ related experience and or training; or equivalent combination of education and experience in the customer service area.

• Experience with Sage Accounting Software is a plus.
• Must possess a basic understanding of accounting principles.

General Office Computer Skills:

To perform this job successfully, an individual should be an experienced user of Microsoft Office Suite and have experience with customer relationship management (CRM) platforms, such as Salesforce.

Language Skills:

Ability to read, analyze, and interpret data. With the ability to correspond, effectively present information, respond to questions from groups of employees, managers, vendors and customers.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is generally sedentary in nature, but may require frequent standing, walking, talking and hearing. Frequent use of phones, computers and other general office equipment is required. While performing the duties of this job, the employee will be required to lift and/or move up to fifty (50) pounds.

Working Conditions:

The working conditions characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The office work environment lighting and temperature are generally moderate; work is regularly performed within an office environment, with standard office equipment available.

Benefits

Our organization provides a full compensation package that facilitates development and growth. The benefits package includes medical, dental, vision, group life and AD&D insurance, and long and short-term disability coverage and 401(k). We also provide training on mutually agreed upon professional goals through a combination of self-study courses, formal training, and on-the-job training. Obtaining industry-based certifications is highly encouraged.

*** We are interested in all qualified candidates that are eligible to work in the United States. However, we are not able to sponsor visas. ***

* Structured is an Equal Opportunity Employer with a strong commitment to supporting and retaining a diverse and talented workforce.