Order Processing Specialist I

STULZ Air Technology Systems, Inc. in; Frederick (MD); Hybrid; USD 42,000 - 54,000; Full time

Job summary

STULZ Air Technology Systems, Inc. in Frederick, MD is seeking an Order Processing Specialist Level I to accurately process new orders and manage customer and representative communications, ensuring timely delivery and clear documentation.

The role requires strong attention to detail, excellent written/spoken English, and the ability to coordinate with multiple internal teams; a hybrid schedule is 2–3 days in the office per week.

Qualifications

• High school diploma or equivalent is required.
• 2–5 years of experience in order processing or a related field.
• Familiarity with customer service and order processing procedures.

Responsibilities

• Enter order details accurately including pricing, product configurations, and header information.
• Attach required documents for contract review (PO, project sheet, credit application).
• Communicate order status and shipping details with customers and representatives.
• Maintain lead time quote log and coordinate with Traffic for shipping quotes.
• Provide tracking information and updates; support cross-functional stakeholders.
• Create and update project tracking using Trello, Excel, MS Project.

Skills

Typing 45-55 WPM

English communication

Multitasking

Microsoft Excel

Microsoft Word

Education

High school diploma or equivalent

Tools

SAP

Job description

Order Processing Specialist I (Finance)

STULZ Air Technology Systems, Inc.

Job Description

Title: Order Processing Specialist Level I

Position Summary:

The Order Processing Specialist Level I is responsible for accurately processing new orders, preparing customer and representative correspondence, and resolving customer issues to ensure satisfaction. This role requires strong self-direction, attention to detail, and organizational skills. The position reports directly to the Order Management Supervisor. This is a hybrid position requiring 2-3 days in the office per week.

Essential Duties and Responsibilities:

• Accurately enter order details, including:
  • Pricing (Net, List, Commission Splits, Partners, Customer Cards, Tagging, Product Hierarchy, Header Information)
  • Product configurations and required options
  • Ensure all necessary documentation (PO, Project Information Sheet, Credit Application) is attached for contract review
  • Note proper shipping requirements (Pre-Pay Add, Customer Arranged, etc.)
• Manage Cyberselect Queue and email inboxes for order processing on a First-In/First-Out (FIFO) basis
• Communicate effectively with representatives and customers regarding order status, shipping information, and change requests
• Maintain the Lead Time Quote Log for Order Processing Department and executive management review
• Process shipping quote requests in coordination with the Traffic Department and manage re-consignment requests as needed
• Provide tracking information and shipment updates as required
• Develop and maintain professional relationships with internal and external stakeholders, including BOM Configuration, Applications, STULZ Representatives, End-Site Users, Regional Sales Managers, Key Account Managers, Shipping, Carriers, Accounting, Engineering, Purchasing, and Planning
• Attend operation calls and answer external customer calls as a representative of STULZ with proper follow-up directives
• Attend and answer internal calls as a representative for the Client Services team
• Dictate meeting minutes as deemed necessary with proper follow-up
• Draft, review, and send communications on behalf of the company/Client Services team
• Create, maintain, and update project tracking systems - Trello, Excel, MS Project
• Input data into 3rd party sites- i.e. Compass - client requirement for project close-out
• Assist in the preparation of regularly scheduled reports - external and internal requirements
• Order confirmations & scheduling tasks
• Perform additional duties as assigned to ensure excellent customer service

Qualifications:

• Strong attention to detail and ability to perform essential duties to a high standard
• Excellent customer relations, verbal, and written communication skills

Education and Experience:

• High school diploma or equivalent required
• 2-5 years of experience in order processing or a related field
• Familiarity with standard concepts, practices, and procedures in customer service and order processing

Required Skills:

• Typing speed of 45-55 WPM
• Ability to follow and give written and verbal instructions in English
• Effective communication skills with coworkers and customers
• Strong multitasking abilities to meet daily objectives
• Basic proficiency in Microsoft Excel and Word, including understanding of basic Excel formulas

Preferred Skills:

• Self-motivated and self-directed
• Excellent organizational skills
• Detail-oriented
• Proficient in Microsoft Outlook, Word, and Excel
• SAP experience preferred