Order Processing Assistant

Window World of Indianapolis-posted 5 months ago
Full-time • Entry Level
Onsite • Indianapolis, IN
1,001-5,000 employees
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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.

  • 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.
  • 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.
  • 401(k) matching
  • Free uniforms
  • Opportunity for advancement
  • Paid time off
  • Training & development
  • Health insurance
  • Retirement savings plan
  • Paid time off and holidays
  • Opportunities for career advancement and professional development
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