Order Processing Office Clerk

Summary

This position is responsible for providing quality service to our local distributors in North America, primarily by receiving POs (purchase orders) via email, entering orders into an order management system, corresponding with distributors, internal staff, and our Japanese parent company, handling phone calls, assessing needs, and resolving order-related issues to support our Accounting and Sales departments.

Primary Job Functions

Communicates with Distributors

• Receiving and processing orders from distributors' Inside Sales Department and/or Sales Personnel, resolving their issues, questions, and/or complaints as necessary.
• Directing prospective customers to local distributors and/or our outside sales representatives.
• Entering orders into an order management system and providing order status updates.
• Maintaining a professional phone demeanor.

Processes and Coordinates Orders

• Entering and processing orders using an online order management system to create/complete order confirmations.
• Communicating with our warehouse regarding shipping issues.
• Communicating with our Japanese parent company regarding production, import/export, and other related issues.
• Monitoring and updating stakeholders on order progress, including tracking updates and changes.
• Performing credit and exchange authorizations.
• Logging and investigating shipping charges.
• Tracking and maintaining forms for return items, sales orders, shipments, and invoice copies.

Supports Sales Functions

• Communicating with distributors, including collecting information, monitoring progress, and confirming orders.
• Assisting with pre-sales requests, credit applications, and sample orders.
• Generating price quotes and notifications for distributors.
• Relaying important and timely information.
• Assisting with account maintenance and troubleshooting.

Secondary Job Functions

• Organizing files and folders for order-related documents.
• Keeping up with product information.
• Providing other support as requested and being flexible in work assignments.
• Assisting Accounting and Office Administration departments.
• Contributing to team efforts.

Experiences and Skills Needed

• Must be bilingual (Japanese/English) at a business or native level.
• Ability to read, analyze, and interpret general business information, professional journals, technical procedures, and/or government regulations in English and Japanese.
• Ability to write reports, business correspondence, and procedures in English and Japanese.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Must be proficient in using a computer and applications such as Microsoft Windows, Microsoft Office (Excel, Word, Outlook), and Adobe Acrobat Reader.
• One to two years of related experience and/or training is preferable.
• Previous experience in Order Processing, Office Clerk, Administration, Customer Support, or Inside Sales is preferred.