Order Coordinator

Job Description

Job Description

The Order Coordinator ensures accurate processing of orders, shipments, and valve documentation to support daily warehouse operations. This role coordinates with Sales, Warehouse, Customers, and Carriers to maintain timely deliveries, complete paperwork, and efficient workflow.

Duties and Responsibilities:

Order Coordination (OC)

• Track and log all pick tickets and transfers as they print or are entered by the sales team.
• Create and print heat code sheets for new pick tickets and transfers.
• Prepare and print Bills of Lading for motor-freight shipments.
• Review the Open Orders Report daily to verify and account for all orders.
• Coordinate shipping details with customers, carriers, hot shots, AIV drivers, and third-party shippers (weights, dimensions, addresses, contacts, etc.)
• Monitor Will Call orders and send reminder communications as needed.
• Respond promptly to sales teams and customers while maintaining strong working relationships to resolve shipment or documentation issues.

Material Test Reports (MTRs & Documentation)

• Retrieve and print MTRs for all valves on pick tickets and transfers.
• Scan and upload MTRs and documentation to the shared drive/database.
• Provide requested documentation to sales teams and customers (MTRs, CofCs, Mod Reports, Firesafe Certs, CRN Certs, etc.)
• Take photos of heat codes/tags to request missing documentation from manufacturers.
• Collect and attach documentation for incoming transfers.
• Assist with resolving documentation discrepancies or missing records.
• Ensure all paperwork is complete and compliant after shipment.
• Expedite production schedules weekly as needed.
• File all closed/shipped orders at salesperson’s desk.
• Verify a customer email address is listed in the Contact ID; if missing, obtain and update the information in the system.

Document Barcoding & Scanning

• Organize and review daily warehouse shipping paperwork.
• Verify all required documents are present for each order.
• Create and apply barcodes to unbarcoded documents.
• Black out incorrect barcodes to ensure scanner accuracy.
• Scan and upload documents into Doc Link/database.
• Review failed barcode reports and correct issues.
• File all paperwork appropriately after scanning.

Knowledge, Skills and Abilities

• Comfortable working in a fast-paced, deadline-driven environment.

• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Proficient in Microsoft Office (Excel, Outlook, Word).
• Strong organizational and time management skills.
• Comfortable working in a hybrid office and warehouse environment with frequent interaction with warehouse staff and drivers, including occasional standing, walking, and handling paperwork throughout the day.

Education and Qualifications

• High School Diploma or equivalent.
• 2+ years of administrative, warehouse support, logistics, or order processing experience preferred.
• Experience with shipping documentation, Bills of Lading, or freight coordination preferred.
• Ability to prioritize multiple tasks and problem-solve independently.
• Experience with document scanning systems or ERP/WMS systems is a plus.