Office & Order Processing Coordinator

Office & Order Processing Coordinator

The Office & Order Processing Coordinator is responsible for owning MWP's front-office administrative rhythm and post-approval order execution process.

This role sits at the intersection of office operations, order data integrity, manufacturer coordination, and internal handoff discipline. It ensures the workplace is organized, welcoming, and responsive while approved sales orders are accurately entered, documented, submitted, and handed off with clean execution.

This role does not own pricing strategy, quoting, AR/AP, invoicing, general ledger activity, or sales pipeline management; it owns clean order execution and administrative operating discipline after upstream approvals are complete.

Key Responsibilities

• Own Office Operations and Administrative Support
  • Serve as the primary point of contact for incoming phone calls, visitors, deliveries, mail, and general office needs
  • Maintain office supplies, kitchen/common areas, swag, mailings, and day-to-day administrative resources
  • Coordinate office events, lunches, birthdays, holiday gatherings, and other culture-support activities
  • Help employees, customers, and visitors experience MWP as organized, welcoming, and responsive
• Execute Approved Order Processing
  • Receive approved orders after Sales leadership has completed order readiness and quality assurance through the defined order submittal process
  • Enter approved orders accurately into CRM, order systems, manufacturer portals, and related platforms
  • Place all manufacturer orders using complete, approved documentation and required supporting information
  • Process approved replacement, parts, and standard product orders through the same defined order workflow
• Maintain Order Data Integrity and Documentation
  • Own CRM and order data completeness and accuracy for approved orders
  • Review manufacturer acknowledgements, identify discrepancies, and drive issues to resolution
  • Follow up directly with Sales, Sales leadership, vendors, Customer Success, or Finance when information is missing or unclear
  • Maintain complete order records, supporting documentation, confirmations, acknowledgements, and process notes
• Support Workflow Handoffs and Process Discipline
  • Provide Finance with complete order packages including acknowledgements, pricing, freight, tax, confirmations, expected ship dates, and required documentation
  • Communicate relevant order information to Customer Success and downstream stakeholders
  • Document and maintain SOPs for office administration, order entry, manufacturer submittal, acknowledgement review, and handoff workflows
  • Use strong follow-through and interpersonal skill to ensure that done means done

Qualifications

• 2+ years of experience in administrative support, order processing, customer service, operations coordination, or related roles
• Experience working with CRM, ERP, order management, project management, or related business systems
• Strong data entry accuracy, attention to detail, and documentation discipline
• Excellent interpersonal, phone, written, and verbal communication skills
• Ability to manage multiple priorities, recurring tasks, interruptions, and deadlines in a fast-paced office environment
• Proficiency with Microsoft Office, email, shared drives, and standard office technology
• Experience coordinating with vendors, manufacturers, suppliers, or shipping/logistics partners preferred

Additional Expectations

• Communicate clearly, proactively, and professionally with internal and external stakeholders
• Operate with strong ownership of outcomes and a commitment to clean, complete execution
• Maintain high accuracy, organization, and follow-through across all administrative and order-related work
• Use sound judgment to resolve routine issues and escalate appropriately when necessary
• Support a welcoming, organized, and culturally healthy office environment
• Maintain confidentiality of sensitive business, customer, financial, and employee information
• Ability to lift and move office supplies, materials, or packages up to 50 pounds using proper techniques

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.