Order Processing Assistant

Window World•Indianapolis, IN

2d•$16 - $17•Onsite

About The Position

The Order Processing Assistant plays a crucial role in ensuring the efficient and accurate progression of customer orders from initial contract through to completion. This position requires strong organizational skills, meticulous attention to detail, and a customer-focused approach to manage various administrative, communication, and data management tasks. The assistant plays a crucial role in maintaining seamless operations and delivering a positive customer experience across multiple channels.

Requirements

Prior experience in an administrative or customer service capacity, preferably in a dynamic office environment.
Proficiency in CRM systems; experience with custom CRM platforms is highly advantageous.
Demonstrated strong attention to detail and accuracy in data management and record keeping.
Exceptional verbal and written communication skills.
Proven ability to effectively manage multiple tasks, prioritize workload, and adapt to changing demands.
Competency in standard office software (e.g., word processing, spreadsheets, email).
Ability to collaborate effectively within a team and across different operational departments.
Customer-focused approach with a commitment to delivering high-quality service.
Strong organizational and problem-solving skills.

Responsibilities

Assists with the verification, processing, and confirmation of all new and remake customer orders.
Coordinates the scheduling of customer appointments, including remeasurements for newly signed contracts.
Supports compliance processes, such as permit applications for installations.
Serves as a primary point of contact for customer inquiries, providing prompt and effective support across various channels, including phone, email, chat, and in-person.
Manages comprehensive phone communications, encompassing inbound inquiries related to orders and payments, and outbound calls for scheduling and payment collection.
Manages email correspondence, including drafting, sending, and organizing communications.
Assists showroom visitors with information and appointment scheduling for new estimates.
Processes various customer-specific requests and documentation (e.g., Certificate of Insurance, W9 forms).
Facilitates logistical communications with customers, such as arranging order pick-ups.
Processes customer payments.
Maintains precise and thorough documentation of all customer, contract, and communication records within the CRM system.
Organizes and manages both physical and electronic documents and files.
Ensures the accurate uploading of all incoming visual documentation from various sources into the CRM system, adhering to established conventions.
Assists with general filing and organization of physical and electronic documents.
Provides administrative support to order processing and accounting functions.
Collaborates effectively with team members and other departments to achieve collective goals.
Utilizes various office equipment and software applications efficiently to complete daily responsibilities.
Adheres to all company policies, procedures, and operational guidelines.
Manages time effectively and prioritizes tasks to meet deadlines in a dynamic work environment.
Contributes to maintaining a professional, clean, and organized office environment, including the showroom.