Back To Top

Systems Order Administrator

Bothell, WA
Jan 19, 2021

Systems Order Administrator

The Systems Operations Order Administrator is responsible for the timely and accurate processing of orders from the Systems Integration and Instrumentation Sales Teams.  The responsibilities include collaboration with inside sales for successful processing of customer orders, assisting customers with order inquiries, working with the PCE Pacific warehouse team and various suppliers for timely shipment and fulfillment of orders and projects. In addition, this role also works closely with our accounting team ensuring the accurate and timely transfer of order information to Accounting for customer invoicing.  This position requires strong customer service, organizational, and interpersonal skills to build lasting internal and external customer relationships and enhance team work practices.

Key Job Elements:

  • Works in a team environment with Inside Sales to ensure the accurate and timely processing of customer orders as well as collaborating with other departments to fix issues on orders.
  • Enters customer orders into the company’s business system in accordance with established order entry procedures, ensuring all data is accurate and complete, and order processing is timely.
  • Prepares and transmits vendor purchase orders via fax, phone, and/or data transmission when needed based on sourcing requirements.  Facilitates accurate and timely vendor order processing by monitoring vendor ship dates and order accuracy. Monitors vendor responsiveness, costs, and lead times and provides feedback to the appropriate inside sales team member concerning pricing and scheduled shipment discrepancies. 
  • Manages status of order delivery to the end customer and takes steps to expedite when needed.  Troubleshoots delivery issues that arise and notifies the PCE sales team and customer of any change in status of their order.
  • Enters computer-based shipping status notes on all orders at various points of processing to communicate current order status to coworkers.
  • Responds to incoming customer calls, faxes, and emails that request order status updates or tracking information.
  • Assists in executing the returned goods process for customer orders when necessary.
  • Prepares order documentation for the customer invoicing process, confirming correct quantities, costs & customer pricing before invoice submittal.
  • Collaborates with Systems Integrations Operation Team on aspects of Project Coordination. This includes processing and administration of customer project purchase orders, communication of any potential schedule delaying issues to the Project Manager, assisting customers with their purchase order inquiries and coordinating with the Sales, Engineering, Project Management, and Panel Shop teams to ensure accurate and timely shipping and invoicing of orders. 
Job Qualifications:
  • Previous customer service experience and well-defined customer service skills (good phone presence, timely responses and follow-through on requests, “plus one” service, etc.) in order to represent PCE Pacific positively and develop ongoing relationships with customers.
  • Ability to work effectively both independently and as part of a team with diversified skill sets.  Must be task-oriented, self-directed and able to work with limited supervision.
  • Strong oral and written communication skills that reflect a professional, business approach.
  • Meticulous attention to detail to ensure accuracy of assignments.
  • Strong reasoning, analytical and problem-solving skills.  Good math skills and the ability to memorize and recall numerous product and processing codes (product codes, shipping codes, product numbers, etc.).
  • Excellent typing skills, especially with numbers and lengthy alpha/numeric character combinations.  Ability to deal with detail-oriented work accurately. 
  • Proficient in Microsoft Office Suite including: MS Windows, Outlook, Word, Excel and other internet applications.  Ability to learn and understand customized business systems.
  • Good administrative/clerical skills, organizational, and time management skills, as well as the ability to prioritize and multi-task.
  • The position requires sitting and use of a desktop PC the majority of the day and requires the ability to use standard office equipment (telephone, copier, scanner, fax machine, etc.), mobility to retrieve/deliver files/documents and attend meetings in different areas of the office, manual dexterity to keyboard, write with a pen/pencil, dial a phone, sort papers, file, and other similar office tasks.

This company believes that each employee makes a significant contribution to our success.  That contribution should not be limited by the assigned responsibilities.  Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent or the company to only the work identified.  It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.



PCE Pacific, Inc. is an Equal Opportunity Employer.