Order Processing Assistant

Benefits:

• 401(k) matching
• Free uniforms
• Opportunity for advancement
• Paid time off
• Training & development

Job Title: Order Processing Assistant
Company: Window World of Indianapolis

About Us: Window World is America’s #1 exterior remodeler. We install energy-efficient windows, doors, siding, and more for homeowners throughout Indianapolis, Indiana. We are committed to delivering exceptional customer experiences and innovative solutions. We pride ourselves on our dedication to quality, reliability, and customer satisfaction. As we continue to expand our operations, we are seeking a skilled and motivated individual to join our team as an Order Processing Assistant. We are looking for someone dedicated to establishing a long-term career with our company, as opposed to those seeking short-term employment.

Job Summary: The Order Processing Assistant plays a crucial role in ensuring the efficient and accurate progression of customer orders from initial contract through to completion. This position requires strong organizational skills, meticulous attention to detail, and a customer-focused approach to manage various administrative, communication, and data management tasks. The assistant plays a crucial role in maintaining seamless operations and delivering a positive customer experience across multiple channels.
Key Responsibilities:

• Order & Contract Lifecycle Management:
  • Assists with the verification, processing, and confirmation of all new and remake customer orders.
  • Coordinates the scheduling of customer appointments, including remeasurements for newly signed contracts.
  • Supports compliance processes, such as permit applications for installations.
• Customer Communication & Service:
  • Serves as a primary point of contact for customer inquiries, providing prompt and effective support across various channels, including phone, email, chat, and in-person.
  • Manages comprehensive phone communications, encompassing inbound inquiries related to orders and payments, and outbound calls for scheduling and payment collection.
  • Manages email correspondence, including drafting, sending, and organizing communications.
  • Assists showroom visitors with information and appointment scheduling for new estimates.
  • Processes various customer-specific requests and documentation (e.g., Certificate of Insurance, W9 forms).
  • Facilitates logistical communications with customers, such as arranging order pick-ups.
• Data Management & Administrative Support:
  • Processes customer payments.
  • Maintains precise and thorough documentation of all customer, contract, and communication records within the CRM system.
  • Organizes and manages both physical and electronic documents and files.
  • Ensures the accurate uploading of all incoming visual documentation from various sources into the CRM system, adhering to established conventions.
  • Assists with general filing and organization of physical and electronic documents.
  • Provides administrative support to order processing and accounting functions.
• Operational Efficiency & Collaboration:
  • Collaborates effectively with team members and other departments to achieve collective goals.
  • Utilizes various office equipment and software applications efficiently to complete daily responsibilities.
  • Adheres to all company policies, procedures, and operational guidelines.
  • Manages time effectively and prioritizes tasks to meet deadlines in a dynamic work environment.
  • Contributes to maintaining a professional, clean, and organized office environment, including the showroom.

Qualifications:

• Prior experience in an administrative or customer service capacity, preferably in a dynamic office environment.
• Proficiency in CRM systems; experience with custom CRM platforms is highly advantageous.
• Demonstrated strong attention to detail and accuracy in data management and record keeping.
• Exceptional verbal and written communication skills.
• Proven ability to effectively manage multiple tasks, prioritize workload, and adapt to changing demands.
• Competency in standard office software (e.g., word processing, spreadsheets, email).
• Ability to collaborate effectively within a team and across different operational departments.
• Customer-focused approach with a commitment to delivering high-quality service.
• Strong organizational and problem-solving skills.

Schedule: This is a full-time position, Monday through Friday, 8:00 AM to 5:00 PM.

Physical Demands: This is primarily an office-based role, requiring prolonged periods of sitting/standing at a desk and extensive computer use. Occasional light lifting (up to 25 lbs) may be required.

Benefits:

• Health insurance
• Retirement savings plan
• Paid time off and holidays
• Opportunities for career advancement and professional development

Window World of Indianapolis is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.