Customer Service- Order Entry Assistant

Ultimate Staffing; San Clemente (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Ultimate Staffing is seeking a dependable, detail-oriented Customer Service / Order Entry Coordinator to support day-to-day customer orders, purchasing, shipping, and basic AP functions. In a small business setting, you will wear multiple hats, handling ERP data, Ariba interactions, and coordination of freight, packing, and shipping documentation while delivering excellent service to B2B customers.

Ideal candidates are organized, communicate clearly, and comfortable working cross-functionally in

Qualifications

• Prior experience in customer service or order entry.
• Experience with purchase orders, shipping documentation, or AP entry.
• Comfortable working in ERP systems.
• Experience with M3 or Ariba is a plus.
• Strong data entry and attention to detail.

Responsibilities

• Process and enter B2B customer orders accurately and efficiently.
• Prepare purchase order requisitions for material requirements.
• Assist with purchasing and order-related documentation.
• Prepare shipping documents, including packing lists, pallet tags, and Bills of Lading (BOL).
• Coordinate freight shipments and schedule/call for trucks.
• Enter Accounts Payable invoices/billing.
• Maintain accurate customer and order information within the ERP system.
• Work with customers who utilize Ariba.
• Answer incoming phone calls and route them to the appropriate person.
• Provide general administrative and customer service support as needed.
• Assist with various office responsibilities in a small, team-oriented environment.

Skills

Customer service

Order entry

Administrative support

Data entry

Communication skills

Multi-tasking

ERP system proficiency

M3 or Ariba experience

Tools

ERP system

M3

Ariba

Job description

Customer Service / Order Entry Coordinator

Position Overview

We are looking for a dependable, detail-oriented Customer Service / Order Entry Coordinator to support day-to-day customer orders, purchasing, shipping, and basic accounts payable functions.

The ideal candidate comes from a small business environment where they have been accustomed to wearing multiple hats and helping wherever needed. This position is a great fit for someone who enjoys staying organized, working with business-to-business customers, and handling a variety of administrative and operational responsibilities.

Key Responsibilities

• Process and enter B2B customer orders accurately and efficiently
• Prepare purchase order requisitions for material requirements
• Assist with purchasing and order-related documentation
• Prepare shipping documents, including:
  • Packing lists
  • Pallet tags
  • Bills of Lading (BOL)
• Coordinate freight shipments and schedule/call for trucks
• Enter Accounts Payable invoices/billing
• Maintain accurate customer and order information within the ERP system
• Work with customers who utilize Ariba
• Answer incoming phone calls and route them to the appropriate person
• Provide general administrative and customer service support as needed
• Assist with various office responsibilities in a small, team-oriented environment

Qualifications

• Previous experience in customer service, order entry, administrative support, or a similar role
• Business-to-business (B2B) customer service experience preferred
• Experience with purchase orders, shipping documentation, or AP entry strongly preferred
• Comfortable working within an ERP system
• Experience with M3 or Ariba is a plus
• Strong data entry skills and attention to detail
• Organized and able to handle multiple responsibilities at once
• Strong written and verbal communication skills
• Flexible, team-oriented attitude with a willingness to help in different areas

Ideal Candidate

We are especially interested in someone who has worked for a small or mid-sized company and is comfortable wearing multiple hats. The right person will be organized, reliable, detail-oriented, and willing to jump in wherever needed.

Best-fit backgrounds could include: Customer Service Coordinator, Order Entry Specialist, Sales Support, Order Management, Administrative Assistant, Shipping Coordinator, or Accounting/AP Support.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.