Customer Service- Order Entry Assistant

Ultimate Staffing Services; San Clemente (CA); On-site; USD 30,000 - 39,000; Full time

Job summary

Ultimate Staffing Services is seeking a dependable Customer Service / Order Entry Coordinator in San Clemente, CA. You will support day-to-day customer orders, purchasing, shipping, and basic accounts payable in a small team environment.

The role suits someone with experience in a small business setting, handling multiple responsibilities, and strong organizational and communication skills. Prior exposure to ERP systems and Ariba/M3 is a plus.

Qualifications

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

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 BOLs.
• 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 in a small, team-oriented environment.

Skills

Customer service

Order entry

Administrative support

ERP system

M3

Ariba

B2B

Data entry

Communication

Tools

Ariba

M3

Job description

Customer Service- Order Entry Assistant (JN -092026-431646) San Clemente, California

Salary: USD22 - USD28 per hour

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 neededAssist 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.