Administrator, Order Support

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
• Some stress due to tight deadlines and high-volume processing.