Order Entry Clerk

**OVERVIEW**:
The **Order Entry/Sales Support Clerk** ensures seamless order processing and provides critical support to the sales and production teams. Reporting to the Sales Support Supervisor, the Order Entry/Sales Support Clerk is responsible for accurately managing customer orders, coordinating procurement activities, and maintaining organized documentation. This role acts as a central hub for communication and operational efficiency. The Order Entry/Sales Support Clerk also supports the sales team by handling customer inquiries, and maintaining Customer Relationship Management (CRM) data, while ensuring customers are updated on order progress and satisfaction. This position requires strong organizational, communication, and problem-solving skills to contribute to customer satisfaction and the success of cross-functional teams in a fast-paced environment.

**KEY ACCOUNTABILITIES**:
**Order Entry**_**(Weighting 30%)**_
- Accurately enter customer orders into the company’s order management system, ensuring all required details, such as product specifications, quantities, pricing, and delivery dates, are correctly captured.
- Review and validate orders for completeness and accuracy, promptly resolving any discrepancies or missing information by coordinating with customers or internal teams.
- Monitor and update the status of orders within the system, ensuring internal teams and customers are informed of any changes or progress.
- Ensure compliance with company policies regarding order processing timelines and accuracy.
- Regularly review order records to identify recurring errors or inefficiencies, implementing corrective measures.

**Production & Sales Support**_**(Weighting 25%)**_
- Collaborate with the production team to monitor the status of customer orders, ensuring deadlines and quality standards are met.
- Proactively communicate with the production team to address and resolve issues, such as production delays or changes in order specifications.
- Keep the sales team and customers informed about the progress of orders, providing timely updates on expected completion and delivery timelines.
- Attend sales and production meetings to stay updated on priorities, new opportunities, or challenges requiring cross-departmental collaboration.
- Identify process improvement opportunities to streamline sales and production communication and workflows.

**Inventory & Procurement Coordination**_**(Weighting 25%)**_
- Generate and issue purchase orders to vendors or suppliers based on sales requirements, inventory levels, and production needs, ensuring accuracy in pricing, quantities, and delivery schedules.
- Verify supplier acknowledgments to confirm purchase order terms and maintain regular communication to track progress, address delays, and ensure the timely delivery of goods or materials.
- Update internal systems with the status of purchase orders, providing all teams with accurate and current information to ensure seamless workflow.
- Collaborate with the production team to align purchasing decisions with stock levels and forecasted demand. Assist the Shipper/Receiver in maintaining stock inventory levels for both clients and company stock by conducting regular inventory checks to ensure accuracy.
- Manage stock replenishment programs for select clients, monitoring usage patterns and adjusting inventory levels to ensure optimal availability.
- Prepare detailed inventory reports, identify discrepancies, and take corrective actions as needed. Provide periodic reports on procurement activity, including supplier performance and cost trends, to support strategic decision-making by management.
- Implement strategies to optimize inventory levels, reduce excess stock, and ensure alignment with production schedules and client needs.

**Customer Relations & Documentation**_(Weighting 20%)_
- **Customer Relations**_
- Regularly communicate with customers to provide updates on their order status, anticipated delivery dates, and any potential delays.
- Respond to customer inquiries regarding products, order adjustments, or delivery concerns, ensuring a prompt and professional resolution.
- Conduct post-delivery follow-ups to confirm customer satisfaction and address any issues or feedback.
- Build and maintain positive relationships with customers, ensuring their ongoing trust and confidence in the company’s services.
- **Document Management**_
- Maintain an organized and up-to-date filing system for all order-related documentation, including purchase orders, sales orders, invoices, and correspondence.
- Ensure electronic records are systematically saved and backed up in the company’s database or file management system for easy retrieval.
- Periodically audit the filing system to identify gaps or errors, implementing corrective measures to ensure accuracy and completeness.
- Handle sensitive customer and company data securely, adhering to confidentiality standards.
- Provide documentation support for internal audits