Program Administrator

hendriks-greenhouses; Lincoln (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Hendriks Greenhouses, based in California, seeks a customer service/order entry specialist to manage ERP transactions, invoicing, and PO management for U.S. shipments.

The role requires attention to detail, data accuracy, and strong communication with internal teams and customers. You will stay informed on product updates and market trends, maintain customer records, and support logistics and sample preparation for customer events.

Qualifications

• 2-5 years of Customer Service experience preferred.
• Strong computer and data entry skills; MS Office Suite is required.
• Self-motivated with ability to balance multiple priorities.
• Detail oriented with strong organizational skills.
• Strong written and verbal communication skills.

Responsibilities

• Accurately enter customer transactions (orders, pre-orders, quotes) into the ERP system.
• Generate customer invoices and POs while ensuring CFIA requirements for U.S. shipments.
• Maintain accurate and current customer files and records.
• Track and ensure timely shipment and delivery of customer orders.
• Coordinate with Hendriks Logistics to optimize PO shipments and reduce costs.
• Assist with building/gathering samples for customer shows and meeting prep.
• Support with printing UPC labels and order-entry as needed.
• Back up logistics documentation and administration.

Skills

Data entry

MS Office

Customer service

Communication

Organizational skills

Tools

ERP system

Job description

Duties and Responsibilities:

• Accurately enter customer transactions (orders, pre-orders, quotes) into the ERP system.


• Generate customer invoices and PO's while ensuring compliance with Canadian Food Inspection Agency (CFIA)'s requirements for U.S. shipments.


• Stay informed on product updates, market trends, and customer preferences through training sessions, meetings, trade shows, or industry reading.


• Maintain accurate and current customer files and records.


• Product tracking and sales data analysis. Preparation of tracking and past data sheets


• Forecast daily Purchase Order 'PO' requests and communicate with the buyer PO team based on current sales, seasonal market requirements and past sale trends.


• Plan and coordinate with Hendriks Logistics team to ensure all POs ship efficiently to reduce costs and avoid delivery delays.


• Ensure PO entry, activation, corrections and assisting Logistics customs needs


• Track and ensure timely shipment and delivery of customer orders.


• Facilitate scheduling changes in order entry or planning due to internal requirements, buyer requests or shipping restrictions with assistance from Hendriks Logistics and communicate recommendations with customer and the Hendriks teams.


• Updating internal customer master information, notes and administration


• Book plant material and containers from inventory against POs


• Maintain relationship and communicate with customer's CAN/US Buyer Assistants/ Inventory Control Specialists & regional Coordinators for updating and administrative purposes along with 3rd party contract coordinators.


• Communicate logistic/delivery information to US regional coordinators including planned delivery schedules, appointment schedules, updates and track progress. Canada communication to inventory control specialist when required.


• Track and correspond with warehouse credit/RTV requirements and ensure Hendriks has information as required.


• Customer inventory data upkeep and communication to buyer


• Back up logistics custom documentation and administrative requirements as needed.


• Assistance with building/gathering samples for customer shows.


• Assistance with prepping for meeting setups


• Assistance with checking quality control in greenhouse and local stores


• Assist in printing UPC labels and provide backup support to the customer service team.


• Assist customer service team as needed with order entry

Qualifications:

• 2-5 years of Customer Service experience preferred


• Strong computer, data entry skills (Microsoft Office Suite is required).


• Self-motivated, able to balance multiple priorities


• Detail oriented with strong organizational skills


• Strong customer service skills


• Strong written and verbal communication skills

Characteristics

• Work well in a team environment


• Be self driven, goal oriented and prioritize workflow


• Able to multi-task and sort through changes/delays to plans


• High attention to detail


• Enjoy a fast past environment


• Enjoy working with data and problem solving

We thank all candidates for their interest in this position, however, only those candidates chosen for an interview will be contacted.

At Hendriks Greenhouses, we are committed to inclusive, barrier-free recruitment and selection processes and work environment. We are happy to discuss any need for accommodation and will make every effort to meet those needs in a timely manner. Please advise the Human Resources Department if you require accommodation throughout the recruitment and selection processes and/or within the work environment. Information received in relation to accommodation measures will be addressed confidentially.