Administrative Order Managment Specialist

Stinebaugh & Company is a locally owned and operated business. We are a small but mighty team of professionals focused on exceptional customer service and represent over 70 nationally known and respected heating, ventilation and air conditioning manufacturers.  A dog friendly environment and fun-loving group of individuals makes this an interesting place to call your work-home.  Excellent pay and benefits to include: Health/Dental/Vision Insurance, Paid Leave, Holiday Pay, 401k, Fitness Reimbursement, and Tuition Reimbursement.  A full list of benefits to be provided upon request.

Purpose and/or Summary of Position:

The Administrative Support / Order Management team is the operational engine of the company, responsible for the precise execution of the project lifecycle following the sales phase. This role acts as the primary support for both customers and sales staff, ensuring that the transition from a "Won Bid" to a "Billed Project" is seamless. Members of this team are expected to be multi-functional, sharing responsibilities for reporting, procurement, documentation, and logistics to ensure enthusiastic service.

Essential Functions:

Daily Reporting & Sales Enablement

• Execute and distribute daily morning reports, including the Internal Order Status, Orders DUE list, and Submittals Due report.
• Ensure the Sales team has real-time visibility into their workload by identifying orders awaiting placement, unacknowledged factory orders, and upcoming shipping schedules.
• Upload the daily Order Status report to the company website and send weekly status updates to customers.

Order Processing & Accuracy Verification

• Process Purchase Orders into internal systems with 100% alphanumeric accuracy.
• Track and hunt down order acknowledgments to ensure timeliness of order fulfillment for customers. Update data systems and the Order Status Report (OSR).
• Process order releases for accounting; meticulously verifying that addresses, equipment, costs, sell prices, and ship dates align with what the sales team promised to deliver. Compare details on the factory order acknowledgment to ensure all order details are accurate
• Execute specific equipment orders through manufacturer portals as authorized.

Submittals & Documentation Management

• Document and track submittals due daily, distributing a comprehensive weekly follow-up list to the team.
• Compile and transmit equipment submittal packages and IOM (Installation, Operation, and Maintenance) manuals to contractors.
• Maintain organized digital job files, ensuring all project documentation and approval statuses are current and accessible.

Logistics & Freight Coordination

• Manage the shipping and tracking lifecycle, proactively replying to customer inquiries regarding their order status.
• Share in the management of freight logistics, including obtaining quotes and investigating complicated freight billing issues.
• Assist customers and internal staff in gathering documentation and filing freight claims for damaged or lost shipments.

Office & Event Support

• Coordinate logistics and catering for internal meetings and engineering "Lunch & Learns".
• Provide unified support for major company events, such as "Golf Week," by managing food orders and executing extra administrative tasks as they arise.

Office Administration and Facility Support (Shared and/or Backup)

• Answer phones and greet visitors with an enthusiastic tone.
• Ensure the office looks professionally ready/ open for business each morning (lights/phones on, breakroom stocked, paper in machines) and securely put to bed each evening (kitchen cleaned, trash removed, warehouse/front doors locked, and phones forwarded).
• Assist in the ongoing maintenance and auditing of customer and vendor contact information to ensure database integrity.
• Monitor and order office and breakroom supplies (including Costco runs) to ensure the team has the resources necessary to function.
• Facilitate the last mile of service by making occasional local deliveries to customers, Goldstreak, or Alaska Airlines when required.
• Maintain a clean and professional office environment, including weekly plant care and general common-area organization.

Education, Certification and Licensure:

• High School Diploma or equivalent required

Experience:

• Two years of experience in a high-volume, detail-oriented administrative role. Experience in a logistics role is helpful.

Technical Competencies:

• Exceptional ability to verify and enter complex technical data strings with zero errors.
• Understanding of shipping claims, freight quote reconciliation, and LTL tracking.
• Proficiency in the company’s order management system, the MSOffice suite of products and various manufacturer-specific ordering portals.
• Ability to organize technical data into professional submittal and IOM packages.

Behavioral Competencies:

• Collaborative Relationship Management: Builds and maintains trusted, long-term partnerships with customers, manufacturers, and teammates to ensure a unified and professional project experience.
• Enthusiastic Service & Responsiveness: Operates with a high sense of urgency and a service-first mindset to provide rapid, proactive communication that ensures there are no surprises for clients.
• Stewardship & Precision: Exercises rigorous attention to detail to ensure 100% accuracy in all alphanumeric data, technical specifications, and company documentation.
• Critical Thinking & Problem-Solving: Develops creative and resourceful workarounds to resolve technical or logistical challenges.
• Principled Integrity: Represents the company and its manufacturer partners with unwavering honesty and ethical conduct in every interaction.
• Accountability and Ownership: Takes full, proactive responsibility for each customer and staff interaction, ensuring every commitment is followed through to completion without the need for reminders.

Work Environment:

• Work is primarily performed in a climate-controlled, professional office environment utilizing standard office equipment (computers, multi-line phone systems, and scanners/copiers).
• Shared office space can be loud or boisterous at times.
• Requires occasional local travel for client site visits, vendor meetings, or business-related errands. Exposure to active construction sites or mechanical rooms may occur during site visits.

Physical Requirements:

• Ability to remain in a stationary position for extended periods while navigating complex software and communicating with stakeholders.
• Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office productivity machinery.
• Strong visual acuity is required to read, interpret, and transcribe highly detailed technical specifications, submittals, and engineering blueprints, often presented in small-scale fonts or intricate diagrams.
• Must be able to discern fine details on a computer screen and in printed materials for extended periods to ensure accuracy in quoting and ordering.
• Ability to perform repetitive, high-volume data entry with a high degree of precision; must maintain focus and accuracy during tedious tasks involving alphanumeric part numbers and manufacturer codes.
• Ability to occasionally move or transport office supplies, submittal binders, or small equipment samples weighing up to 15 pounds.