Order Entry Administrator

About OPTO

OPTO is a fast-paced, constantly-growing retail store fixture manufacturing company selling to the retail industry. We believe in relentlessly communicating, both internally and to our customers, in an effort to constantly improve ourselves. We are obsessively focused on helping our clients be successful, which in turn makes us successful.

OPTO employs joined-up, responsive and adaptive people who work hard as a tight team. We have first-class marketing and a design-led customer sales interface focused on fully understanding and guiding each customer to be successful through the purchase of our product. The product itself is high-quality, customizable, durable, and built from inventory-based components. This gives us industry-leading speed and reliability in execution, which in turn gives our customers the confidence to make us business partners for years to come.

Job Summary

The Order Entry Administrator will work within OPTO’s component driven modular based store fixture system as the company expands and develops cost effective design solutions for standard and custom applications. The individual will be responsible for reviewing and accurately entering orders in OPTO’s ERP system, working closely with the company’s Engineering, Sales, Manufacturing, and Shipping departments to ensure accuracy of purchase orders, and timely processing. Exceptional time management and attention to details and process will be critical. This task will be accomplished through a strong team spirit, exceptional time management skills, attention to detail and an ability to work in a fast-paced environment.

Key Responsibilities

• Quote to Order Review
• Receive and review quotes which have booked to order
• Identify parts per order that are not in the system and forward missing information to Engineering so they can complete
• Order Processing
• Create customer bill of materials from generic BoM’s within OPTO's ERP System
• Quick processing of orders and related documentation to meet ship date requirements as efficiently as possible
• Attach production pdf's and/or installation drawings to each order
• Ensure Design/Sales customer drawing packet is attached to order and complete
• Follow up with Engineering closely to keep the order on track for ship date
• Complete order entry, check dollar amount with quote and dispatch
• Additional Responsibilities
• Log, task, prioritize and schedule work to be done regarding order documentation
• File and scan all folders when project has shipped
• Be sure orders are entered in a timely fashion
• Assist with customer service when needed
• Provide engineering support when needed
• Review order entry for any items that negatively affect gross margins

Required Technical Skills

• High school diploma or equivalent plus four years of full-time experience in a clerical position. Associate’s degree or higher preferred
• Good numeracy and computer skills including working knowledge of MS Office Programs

• Working understanding of ERP software

• Ability to express oneself professionally utilizing both verbal and written communications

• Ability to problem-solve quickly and effectively

• Ability to produce under pressure of timelines and customer demands

• Ability to prioritize and work independently on multiple small projects simultaneously ensuring all key dates are met while maintaining the highest level of quality

• Willingness to learn about Retail Store Industry as a whole to better understand and grow with the company

Required Personal Skills

• Ability to communicate quickly, clearly, and effectively across multiple departments

• Confidently interact with customers, peers, and cross functional teams

• Ability to work successfully in a strong team environment

• Need to have a very good memory and be able to retain lots of minute details
• Excellent communicator

• Superior organizational skills

Salary and Benefits:
Salary commensurate on Education and Experience
Bonus Program
Health Insurance
Vision/Dental
401K

Reports To:
Engineering Manager

OPTO International is an equal opportunity employer

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.