Administrative Order Fulfillment Specialist

Position Summary

The Administrative Order Fulfillment Specialist is the primary point of contact between Bar Keepers Friend and our customers. This role is responsible for processing orders, ensuring accurate documentation, coordinating with shipping and sales teams, and maintaining smooth day-to-day workflow. The specialist performs data entry, manages EDI transactions, prepares labels and shipping documents, and ensures orders are fulfilled accurately and on time. This position requires strong attention to detail, the ability to follow instructions, multitask effectively, and work collaboratively in a team environment while supporting our long-standing commitment to quality and customer satisfaction.

Requirements

Essential Duties & Responsibilities
Order Management & Documentation

• Process customer orders through Transaction Manager (EDI software) and Sage 100 (accounting software).
• Understand and manage EDI (Electronic Data Interchange) file feeds, which are automated electronic transmissions of business documents—such as purchase orders, invoices, and shipping notices—between Bar Keeper’s Friend and customers, ensuring accurate, real-time order processing without manual data entry.
• Transmit daily EDI transactions including purchase orders, ASNs, invoices, and warehouse documents.
• Perform accurate data entry across multiple order and accounting systems.
• Batch and release orders to ensure all shipments are processed for invoicing.
• Print customer orders, product labels, and shipping labels.

Warehouse & Fulfillment Coordination

• Verify product availability and confirm warehouse fulfillment locations.
• Communicate shortages or discrepancies to management promptly.
• Monitor order flow and warehouse operations to ensure compliance with month-end cutoff deadlines.
• Ensure all orders and batches are completed across all warehouse locations.
• Customer Service & Communication
• Serve as a liaison between customers, freight carriers, brokers, sales personnel, and warehouse teams.
• Address customer questions regarding order status, shipping information, and documentation needs.
• Maintain professional communication by phone and email.

Teamwork, Accuracy & Operational Support

• Follow written and verbal instructions with consistency and reliability.
• Work collaboratively with fulfillment, shipping, and sales teams to resolve issues.
• Demonstrate strong attention to detail and organizational accuracy in all tasks.
• Multitask effectively in a fast-paced administrative environment while maintaining high-quality standards.

Requirements & Qualifications
Skills & Qualifications

• High School Diploma required.
• 1 year of EDI experience (required).
• 1 year of data entry experience (required).
• Experience with logistics or accounting systems preferred.
• Ability to pass a computer literacy test.
• Ability to follow instructions accurately and maintain strong attention to detail.
• Ability to work effectively in a team environment and support collaborative workflows.
• Strong written and verbal communication skills in English.
• Ability to multitask while maintaining accuracy in a fast-paced environment.
• Must be able to work onsite in a shared office with three other team members.
• Must be available Monday–Friday, 9:00am–6:00pm.

Physical Requirements (with or without reasonable accommodations)

• Ability to sit for extended periods in an office environment.
• Ability to type and perform repetitive computer-based tasks.
• Ability to lift up to 20 lbs occasionally.
• Ability to read digital and printed documentation.
• Ability to communicate clearly in person, by phone, and via email.