Order Management Specialist

Aston Carter•Brea, CA

5h•$32 - $32•Onsite

About The Position

The Order Management Specialist provides administrative and order management support to a five-person Contracts team in a highly regulated manufacturing environment. The role owns day-to-day order administration, including processing purchase and customer orders, communicating with customers and suppliers, and maintaining accurate electronic job documentation. The position begins with straightforward orders and expands to more complex order administration as familiarity with the business and its processes develops. The role is based fully onsite at a manufacturing facility in Brea, California. The facility operates in an ITAR-regulated environment and supports the engineering, manufacture, supply, repair, and servicing of specialized equipment used in nuclear power plants. The specialist primarily works seated in an office using ERP or MRP systems, Excel, and other Microsoft Office tools, with occasional walking on the manufacturing floor to coordinate with operations. The assignment is temporary for six months, with possible extension depending on business needs. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with some flexibility to start closer to 7:30 a.m.

Requirements

2–4+ years of experience in customer service, order administration, contracts administration, order management, or a similar role.
Experience working with an ERP or MRP system for order entry and management.
Proficiency with Microsoft Excel and strong skills across Microsoft Office applications.
Demonstrated experience in order entry, order management, order processing, and administrative support.
Strong written communication skills, particularly for clear and professional customer and supplier emails.
Experience communicating directly with customers about orders, inquiries, and follow-up items.
High attention to detail and strong data-entry accuracy when handling purchase orders and line-item details.
Comfort working with purchase orders, line-item information, and customer order documentation in a structured environment.
Ability to manage multiple priorities and deadlines in a fast-paced setting.
Comfort asking questions and following up with customers, suppliers, and internal teams to resolve issues and clarify requirements.
Strong organizational skills and ability to maintain accurate electronic files and project documentation.

Nice To Haves

Ideally, 2–5 years of order-entry experience in a manufacturing environment.
Industry experience in manufacturing, aerospace and defense, energy, nuclear, industrial equipment, engineering, or another highly regulated environment.
Experience working in an ITAR-regulated or similarly controlled environment.
Experience supporting contracts or project-based work within complex industrial operations.
Familiarity with documentation practices and record-keeping standards in regulated industries.
Ability to adapt to evolving order complexity and take on additional responsibilities as the role grows.

Responsibilities

Enter and process customer purchase orders and sales orders in the ERP system accurately.
Manage approximately 60–70 customer orders per month.
Start with straightforward orders, typically consisting of 1–2 line items, and take on more complex orders as proficiency grows.
Review customer purchase orders for accuracy and completeness and enter their information into the ERP system.
Book and distribute customer orders according to established processes and timelines.
Send order acknowledgements to customers and confirm order details as needed.
Communicate with customers by email to address order questions, provide updates, and manage follow-up items.
Follow up with suppliers to obtain outstanding information and ensure order requirements are met.
Create and maintain electronic job folders in the company project database, keeping documentation complete and organized.
Ensure order information is accurately transferred from the ERP system into the appropriate electronic project files.
Attend the Contracts team's daily production meeting, take detailed notes, and distribute them to the team.
Monitor the Contracts team's shared communications and assist with basic requests when team members are unavailable.
Provide general administrative support to reduce the Contracts team's workload and support team efficiency.
Take on increasingly complex order administration responsibilities as familiarity with company products, processes, and systems develops.

Benefits

Medical insurance
Dental insurance
Vision insurance
Critical illness, accident, and hospital coverage
401(k) retirement plan with pre-tax and Roth post-tax contributions
Life insurance, including voluntary Life and AD&D coverage for the employee and dependents
Short- and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time off/leave, including PTO, vacation, or sick leave