Orders Processing Assistant

Colonial Midwest Imports Inc.; Rantoul (IL); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Competitive salary

Employee discounts

Opportunity for advancement

Job summary

Colonial Midwest Imports Inc. is seeking a reliable Orders Processing Assistant to manage end-to-end order entry for our mattress and base line.

You will coordinate with warehouse, shipping, production, and sales to ensure accurate order dispatch and on-time delivery for wholesale partners, distributors, and customers. The role involves processing orders, reviewing pricing and terms, invoicing, and monitoring payments to ensure full payment prior to release.

Qualifications

• Accurate data entry with attention to pricing and billing details.
• Experience using order management systems or ERP/CRM is required.

Responsibilities

• Receive, review, and enter customer and distributor orders into ERP/CRM with accuracy.
• Coordinate with warehouse, shipping, production, and sales to ensure timely delivery.
• Prepare invoices reflecting correct quantities, pricing, and taxes, with complete billing records.
• Monitor payments and ensure full payment prior to order release.
• Handle billing inquiries and resolve order discrepancies with Customer Service.
• Assist Accounts Receivable with reconciliations and aging balances.
• Maintain organized records of orders, delivery notes, and invoices.

Skills

Data entry accuracy

Communication skills

Multitasking

Problem-solving

ERP/CRM familiarity

Microsoft Office

Education

High School Diploma

Bachelor's degree preferred

Tools

ERP/CRM system

Microsoft Office Suite

Job description

Benefits:

• Competitive salary
• Employee discounts
• Opportunity for advancement

Job Summary

We are seeking a reliable and efficient Orders Processing Assistant to support our growing mattress and adjustable base business. In this role, you will manage end-to-end order entry, coordinate with warehouse and shipping teams, and ensure accurate, on-time delivery for our wholesale partners, distributors, and customers.

Key Responsibilities

• Receive, review, and accurately enter customer and distributor orders into the ERP/CRM, verifying product availability, pricing, and terms.
• Work closely with warehouse, shipping, production, and sales teams to ensure accurate order dispatch and timely delivery.
• Prepare, verify, and issue accurate invoices reflecting correct quantities, pricing, and taxes, while maintaining complete billing records.
• Monitor incoming customer payments, record received funds, and track pre-paid customer accounts to ensure full payment prior to order release.
• Handle billing and invoice inquiries directly, collaborating with Customer Service to resolve order discrepancies promptly.
• Assist the Accounts Receivables team with account reconciliations, tracking outstanding balances, and maintaining accurate ledger records.
• Maintain organized records of purchase orders, delivery notes, and invoices while ensuring all processing complies with company policies and accounting standards.

Qualifications

• High School Diploma. Bachelor's Degree is a plus
• Minimum of two (2) years in order processing, administrative support, or logistics coordination, preferably within a wholesale, distribution, or import environment
• Exceptional data entry speed and accuracy, with a proven track record of verifying complex order details, pricing, and billing info.
• Strong communication (written and verbal) and problem-solving skills
• Comfortable working with order management systems and basic office software (Microsoft Office Suite)
• Ability to multitask and stay organized in a fast-paced environment
• Positive attitude and team-oriented mindset