Position Summary:

The Order Administrator supports the Sales organization by managing the end-to-end order process for equipment, service, and service delivery. Acting as a key liaison between multiple departments—including Sales, Billing, Supply Chain, and Third-Party Lease Vendors—this role ensures timely, accurate processing of customer orders from booking through billing and funding. A strong focus on customer service, attention to detail, and cross-functional communication is essential.

Key Responsibilities: Receive and process sales orders, either from raw data or partially entered submissions. Evaluate order-related revenue and cost factors, including pricing, lease rates, vendor credits, and promotions. Ensure accuracy of product information and pricing per published structures and customer agreements. Verify and manage supporting documentation for order processing. Complete orders per Ricoh policies and quality standards. Coordinate with Sales to resolve order discrepancies and ensure billing accuracy. Track and provide updates on order status; manage orders through Oracle system. Collaborate with Sales, Finance, and Supply Chain to ensure timely invoicing and delivery. Maintain expert knowledge of customer accounts and various order types. Facilitate resolutions for post-submission order issues. Liaise with leasing companies to ensure proper funding and resolve disputes. Create, run, and reconcile Order Management reports. Handle complex customer and lease invoicing issues, including credit memos and escalations. Assist in onboarding and training of new team members. Support peers with processing large or complex orders. Ensure all transactions are billable and fundable prior to installation. Qualifications: Associate degree or equivalent business experience required. Bachelor’s degree preferred. 3–5 years of experience in a related field (sales support, order management, finance, or customer service). Experience supporting sales/service organizations and managing competing priorities. Skills & Abilities: Strong proficiency in Microsoft Office, especially Excel and PowerPoint. Accurate data entry and typing skills. Excellent verbal and written communication skills. Strong organizational and multitasking abilities. Ability to collaborate with internal departments and external vendors. Oracle experience is a plus. Capable of training and mentoring new employees. Working Conditions: Office environment with standard lighting, temperature, and noise levels. Regular communication with sales, operations, and customer service teams. May require occasional overtime to meet deadlines. Low physical demands (e.g., lifting <10 lbs). Some stress due to tight deadlines and high-volume processing.