Program Administrator

RightStaff, Inc.; Richardson (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

RightStaff, Inc. is seeking a Program Administrator to handle daily customer contact on orders and processing under the Program Manager's direction. You may assume Program Manager responsibilities when needed, and participate across Manufacturing, Engineering, Purchasing, and Sales to ensure accurate orders and schedules.

This office-based role requires strong communication, organization, and ERP experience, with daily liaison to both commercial and technical teams.

Qualifications

• Prior customer service or project management experience.
• Experience with order entry and processing.
• Strong interpersonal and communication skills.
• Proficient in MS Office and basic data handling.

Responsibilities

• Primary contact for daily customer communication on orders.
• Review and process purchase orders; complete entry and acknowledgements.
• Manage daily order fulfillment including shipments and RMAs.
• Prepare weekly reports and the weekly Order Reconciliation Report of booked orders.
• Process quotations and assist the Program Manager with customer liaison activities.
• Review and update production schedules, and assist with sales and demand forecasting.
• Manage inventory exposure, including obsolete, alternate, excess, and stranded inventory, and maintain safety stock levels.
• Handle invoicing and credits, and resolve customer service issues as they arise.
• Interface daily with Manufacturing, Engineering, Purchasing, Quality, and Scheduling as intercompany customers, and with external customers.
• Review documentation for accuracy and completeness.
• Assist the Program Manager as needed, including assuming the Program Manager's responsibilities when required.
• Develop, update, and create training instructions for departmental processes.

Skills

Customer service

Order processing

Project management

Cross-functional collaboration

Communication skills

ERP Systems

Education

High School Diploma

Tools

Excel

Microsoft Office

ERP Systems

Job description

Job Description

Job Description

PRIMARY FUNCTION OF POSITION:

As a member of the Program Management team, the Program Administrator is responsible for daily customer contact regarding order status and order processing. At the direction of the Program Manager, this role manages order review, order processing, and quotation processing, and assists the Program Manager with all customer liaison activities, both commercial and technical. The Program Administrator must be able to assume the role of Program Manager as the situation dictates.

DESCRIPTION OF DUTIES:

• Serve as the primary point of contact for daily customer communication regarding order status, order processing, and related questions
• Review and process customer purchase orders; complete order entry and order acknowledgements
• Manage daily order fulfillment, including shipments, order change management, and Return Material Authorizations (RMAs)
• Prepare and issue customer weekly reports and the weekly Order Reconciliation Report of booked orders
• Process quotations and assist the Program Manager with customer liaison activities, both commercial and technical
• Review and update production schedules, and assist with sales and demand forecasting
• Manage inventory exposure, including obsolete, alternate, excess, and stranded inventory, and maintain safety stock levels
• Handle invoicing and credits, and resolve customer service issues as they arise
• Interface daily with Manufacturing, Engineering, Purchasing, Quality, and Scheduling as intercompany customers, and with external customers
• Review documentation for accuracy and completeness
• Assist the Program Manager as needed, including assuming the Program Manager's responsibilities when required
• Develop, update, and create training instructions for departmental processes

EDUCATION/EXPERIENCE REQUIRED:

• High School Diploma required

SKILLS/EXPERIENCE PREFERRED:

• Customer service, sales, or project management experience
• Experience with order entry and order processing
• Strong interpersonal skills to work effectively across cross-functional groups, including Procurement, Engineering, Manufacturing, and Sales
• Well-organized, with the ability to prioritize activities and manage time effectively
• Strong oral and written communication and presentation skills
• Strong analytical skills and a disciplined approach
• Proficient in Microsoft Office, with high proficiency in Excel, and other standard business tools
• Knowledge of e-Synergy, Exact/Macola, or similar ERP (Enterprise Resource Planning) software systems preferred

PHYSICAL REQUIREMENTS:

• Walking: Moving about on foot to accomplish tasks, particularly for long distances
• Must be able to pass a criminal history background check and education verification

WORK ENVIRONMENT:

This position is primarily office-based, with regular interaction with Manufacturing, Engineering, Quality, and other departments on the production floor.

Company Description

RightStaff was recognized by INC 5000 as one of the fastest growing companies in the nation. RightStaff's unique process and approach to staffing has enabled us to provide services that far exceed our competitors in the areas of resource qualification, delivery and performance measurement.

Voted Best Places to work in the Dallas/Fort Worth area. RightStaff is a nationwide IT solutions partner. We offer a full range of services, covering recruitment, project management, rollouts, project deployment, staffing, consulting services, and direct hire placement.

RightStaff is continuing to grow our service offerings every year, offers excellent compensation, and a great opportunity for career growth.