Documentation Specialist Job San Jose area,California USA,Supply Chain/Logistics

Position Summary

The Order Fulfillment Administrator provides sales, customer, and service support by managing end-to-end order processing and fulfillment activities. This role serves as a key liaison between customers, Sales, Operations, and cross-functional teams to ensure timely, accurate, and compliant shipment of orders critical to patient therapy.

Responsibilities

? Deliver a world-class customer service experience to both internal and external
? Process customer orders from order review and entry through fulfillment, including order entry in Great Plains, purchase order receipt, and shipping transactions in Oracle.
? Process internal order requests, including in-service, service orders, service depot requests, evaluations, and demo orders.
? Manage evaluation and placement agreements and assist in coordinating capital equipment sales demonstrations in partnership with Sales and Operations.
? Track demo equipment and coordinate related logistics.
? Drive the order fulfillment process by acting as a liaison between customers and internal resources to ensure on-time delivery.
? Partner with Operations to expedite parts or materials as needed to meet customer requirements.
? Prepare and review documentation for domestic and international shipments, such as Commercial Invoices (CI), Certificates of Origin (COO), Certificates of Conformance (COC), Shipper’s Letters of Instruction (SLI), and Dangerous Goods documentation.
? Send delivery notifications to internal and external customers, as required.

Working hours:

7:00 AM - 4:00 PM

Skills

Coordinate pick-ups and shipments with freight forwarders.
? Serve as a primary point of contact for order-related inquiries and issue resolution, including out-of-box failures, complaints, and shipping discrepancies.

Required Skills & Competencies

? Excellent follow-through skills, interpersonal skills, hardworking, a self-starter, and a problem solver. Must have excellent attention to detail and accuracy.
? Proven ability to multitask, prioritize, and perform efficiently in a fast-paced environment.
? Must be able to work independently and in a team environment.
? Prior certification or knowledge of Hazardous Material or Dangerous goods shipments.
? Strong customer service skills with the ability to professionally interact with internal and external customers.
? Ability to identify, handle, and appropriately elevate customer issues promptly.
? Strong data entry, written, and verbal communication skills.
? Self-starter with strong problem-solving abilities; able to work independently and as part of a team.
? Dependable, responsible, and reliable with a positive, can-do attitude.
? Ability to remain calm and professional when interacting with upset or frustrated customers.
? Proficiency in using CRM or Manufacturing systems, databases, spreadsheets, email, and related tools to perform required tasks.

Education

No Degree Required

Experience

4-7 years

Qualifications

3 years of experience in sales order administration, sales support, or order fulfillment.
2+ years of export documentation preparation experience required.
Intermediate to advanced proficiency in Microsoft Excel

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Spherion offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

Equal Opportunity

Employer:

Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group…