Customer Service & Order Administration Coordinator

Position Summary

The Customer Service & Order Administration Coordinator manages customer communications and administrative order processing from initial request through production and shipment. The position coordinates closely with sales, graphic production, manufacturing, quality assurance, and shipping.

Key Responsibilities

• Receive and respond to customer inquiries by phone and email.
• Prepare and maintain customer orders, quotations, and order documentation.
• Enter customer orders accurately into company systems.
• Coordinate artwork, proofs, specifications, quantities, and production requirements.
• Communicate order status and anticipated completion dates to customers.
• Coordinate changes or special instructions between customers and production departments.
• Maintain customer records and order histories.
• Assist with resolving billing, shipment, proofing, and order-related issues.
• Prepare shipping and order documentation.
• Follow up with customers regarding approvals and outstanding information.
• Maintain accurate records of customer communications and transactions.

Qualifications

• High school diploma required; associate or bachelor’s degree preferred.
• 2+ years of customer service, order administration, office administration, or related experience.
• Strong communication and organizational skills.
• Excellent attention to detail.
• Ability to manage multiple customer orders and deadlines.
• Proficiency with Microsoft Office and business management software.

Preferred Experience

• Experience in printing, manufacturing, graphic production, or custom-order businesses.
• Familiarity with print specifications, artwork proofs, or production workflows.

Physical Requirements and Work Environment

This position is primarily office-based, with regular visits to the production floor. The essential functions typically require the ability to:

• Sit and work at a computer for extended periods.
• Lift and carry items weighing up to 25 pounds, such as files, supplies and sample materials.
• Use a computer, keyboard, mouse, telephone and standard office equipment for most of the workday.
• Walk the facility to coordinate with production, quality and shipping personnel.

Visits to the production floor involve exposure to operating industrial equipment and moderate to high noise levels. Required personal protective equipment is provided and must be worn in production areas.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.