Order Processing Specialist

Job Description

Job Description

The Order Processing Specialist is responsible for managing end-to-end order processing and tracking, ensuring the accuracy of order data, and coordinating timely transmission of orders and updates to warehouse and fulfillment partners. This role monitors system integrations, resolves order and data discrepancies, and supports reporting, inventory, and cross-functional operational processes to ensure efficient and accurate fulfillment.

The position also plays a key role in identifying process improvement opportunities, supporting system optimization efforts, and maintaining high service levels across all order channels.

Duties and Responsibilities

• Execute label creation and export orders for the Baltimore warehouse to and from the ERP system
• Monitor daily tracking data imports by brand and channel into the ERP system
• Export daily fulfillment data to all 3PL partners
• Complete order changes and updates across all channels as needed
• Review and manage order hold queues to ensure timely resolution
• Identify and resolve data transfer errors from Celigo
• Ensure all orders are completed, billed, and shipped with valid tracking through daily exception reporting and issue resolution
• Process and activate all gift card orders and shipments
• Import corporate and drop shipment orders into the system
• Manage inventory of packing slips and gift cards
• Handle pre-cycle count inventory preparation tasks
• Support backorder reporting and data cleansing efforts
• Provide support for IT-related functions, including device readiness and onboarding tasks
• Assist warehouse operations as needed, including pick, pack, and ship functions
• Other duties as assigned

Expanded Responsibilities

• Proactively identify trends in order errors, delays, or system issues and escalate with recommended solutions
• Partner with Customer Service, Warehouse, and IT teams to resolve cross-functional order issues
• Assist in testing and validation of system updates, integrations, and process changes
• Maintain documentation for standard operating procedures (SOPs) related to order processing and fulfillment workflows
• Monitor carrier performance issues (delays, missed scans, exceptions) and flag recurring problems
• Assist in training new team members on order processing workflows and systems

Additional Responsibilities and Reporting Cadence

Daily

• Provide fulfillment count reporting to leadership
• Monitor order queues to ensure orders are processed within defined turnaround times
• Review and resolve order exceptions and system errors

Weekly

• Upload and validate Spectrum data
• Prepare and report fulfillment cost analysis
• Complete Realcold cooler reporting
• Review and report carrier cost data
• Analyze order trends, delays, and exception patterns

Monthly

• Compile and report on Realcold complaint data
• Support KPI tracking (order accuracy, processing time, fulfillment rates)

As Needed

• Process Catalog and Transaction files
• Manage and update source codes
• Support NCOA (National Change of Address) updates and processes
• Assist with peak season planning and execution

Skills and Abilities

• Experience in electronic order processing, data transfers, and shipment tracking
• Understanding of warehouse operations and fulfillment methods
• Strong analytical and problem-solving skills with the ability to interpret data and reporting
• High attention to detail and accuracy
• Proficiency in Microsoft Office, especially Excel
• Experience working with ERP and integration platforms preferred
• Strong written and verbal communication skills with a focus on customer service and issue resolution
• Ability to manage multiple priorities in a fast-paced environment
• Ability to work both independently and collaboratively within a team
• Flexibility to work weekends, evenings, and overtime during peak seasons

Education and Experience

• High School diploma required; Associate degree or higher preferred
• Minimum 2+ years of experience in order processing or customer service
• Inventory control and/or warehousing experience preferred
• Food and beverage industry experience preferred
• Experience with Oracle NetSuite is a plus

Supervisory Responsibilities

None

Work Environment & Physical Requirements

• Ability to lift 25 lbs. as needed
• Ability to stand and sit for extended periods of time
• Ability to perform work that requires extended screen time
• This is an on-site required position

Schedule Expectations

• Flexibility to work extended hours as needed throughout the year, with additional required hours during peak seasons.

Performance Expectations

• Maintain ≥ 99% order accuracy across all processed orders
• Ensure same-day processing of order updates and releases when received before cutoff times
• Resolve order exceptions and data discrepancies within 24 hours
• Ensure 100% of shipped orders include valid tracking information
• Contribute to continuous improvement initiatives that enhance efficiency and reduce errors

Chesapeake Fine Food Group is a fast-growing gourmet food company located in Owings Mills, MD, operating in direct-to-consumer mail-order and on-line markets. Our specialty is custom-developed heat-and-eat foods, delivered frozen directly to the consumer. Through our nationally distributed brands: Mackenzie Limited and Chesapeake Bay Crab Cakes & More we offer more than 600 unique high-end gourmet foods. Our work environment is decidedly collaborative, fast-paced, and fun, and we believe in promoting from within, with many possibilities for upward movement as the company grows.

Company Description

Chesapeake Fine Food Group is a fast-growing gourmet food company located in Owings Mills, MD, operating in direct-to-consumer mail-order and on-line markets. Our specialty is custom-developed heat-and-eat foods, delivered frozen directly to the consumer. Through our nationally distributed brands: Mackenzie Limited and Chesapeake Bay Crab Cakes & More we offer more than 600 unique high-end gourmet foods. Our work environment is decidedly collaborative, fast-paced, and fun, and we believe in promoting from within, with many possibilities for upward movement as the company grows.