Order Processing & Administrative Coordinator Quasar Instruments Colorado Springs, CO Job Details Full-time From $20 an hour 1 day ago Benefits Health savings account Health insurance Dental insurance Paid time off Parental leave Employee assistance program Vision insurance Qualifications Customer communication Sales support Teamwork Spreadsheets Administrative experience High school diploma or GED Organizational skills Quality data entry Full Job Description

ORDER PROCESSING & ADMINISTRATIVE COORDINATOR

Own the Details. Keep Orders Moving. Follow Through. Quasar Instruments | Colorado Springs, Colorado Full-Time | Hourly / Non-Exempt | $20.00 per hour About Quasar Instruments Quasar Instruments is an established and growing laboratory systems company serving clinical and forensic laboratories throughout the United States. We partner with a leading global instrument manufacturer to sell, implement, and support advanced mass spectrometry systems and laboratory solutions. At Quasar Instruments, we are focused on continued growth, strong business practices, and building systems and teams that can grow with us. We value people who take ownership, solve problems, improve the way things are done, and want to make a meaningful contribution to the organization. The Opportunity We are looking for an organized, detail-oriented professional who takes pride in getting the details right and following tasks through to completion. The Order Processing & Administrative Coordinator is responsible for ensuring customer orders are received, entered, documented, and coordinated accurately from order receipt through fulfillment. This position serves as an administrative link between Sales, Fulfillment, and Accounting while maintaining accurate customer and order information in Salesforce. This is an important support role within the Sales Department. You will help keep orders moving, information accurate, documentation complete, and internal teams informed. The position includes limited communication with existing customers regarding routine order and tracking information but is not primarily a sales or customer service position. What You'll Own Order Processing & Accuracy Process EDI orders received through customer systems and accurately enter approved orders received by email. Enter and maintain customer, product, pricing, shipping, billing, and purchase-order information. Review orders for completeness and accuracy before processing. Verify required information and approvals and identify discrepancies before they create downstream issues. Communicate missing information, discrepancies, or required corrections to the appropriate internal team. Follow established order-processing procedures while recognizing when an issue requires escalation. Maintain complete and accurate supporting documentation for customer orders. Salesforce & Data Management Document orders, customer activity, communications, and opportunities in Salesforce. Attach and maintain required order and customer documentation. Keep customer and order information accurate, organized, and current. Maintain consistent records that allow Sales, Fulfillment, and Accounting to easily understand the status and history of an order. Assist with data maintenance, spreadsheets, reports, and recordkeeping as needed. Fulfillment & Cross-Department Coordination Work closely with Fulfillment to obtain tracking information and support timely order processing and updates. Coordinate with Fulfillment, Sales, and Accounting to resolve order-related discrepancies and ensure issues are appropriately documented and communicated. Follow up on outstanding order information and administrative items to help prevent unnecessary delays. Communicate clearly with internal departments regarding order status, missing information, and next steps. Sales Department Administrative Support Complete sales documentation and administrative duties for the Sales Department Head and Sales Department. Assist with spreadsheets, reports, document preparation, email correspondence, data maintenance, and recordkeeping. Maintain organized electronic records and supporting documentation. Complete assigned administrative tasks accurately and within expected deadlines. Provide additional administrative support to the Sales Department as business needs change. Existing Customer Communication Provide existing customers with routine order status and tracking information when assigned. Communicate professionally and accurately while staying within the scope of the position. Document relevant customer communication in Salesforce. Route questions requiring sales, technical, accounting, or management assistance to the appropriate team member. Confidentiality & Professional Responsibility Maintain the confidentiality of customer, company, pricing, financial, and proprietary information. Use good judgment when handling sensitive information and customer records. Take ownership of assigned responsibilities and communicate promptly when questions, discrepancies, or delays arise. The Person We're Looking For You do not need to know everything on day one. You do need to be someone who cares about accuracy, follows through, asks questions when something does not look right, and takes responsibility for the quality of your work. We are looking for someone who is: Highly organized and detail-oriented. Accurate and careful when entering or reviewing information. Self-motivated and accountable. Dependable and consistent with follow-through. Comfortable managing multiple priorities in a fast-paced environment. Able to identify discrepancies instead of simply processing information as received. Able to follow established procedures while recognizing when something needs to be escalated. Clear and professional in written and verbal communication. Customer-focused while understanding the boundaries and responsibilities of the position. Comfortable working independently while collaborating closely with others. Adaptable when priorities, processes, or business needs change. Qualifications Required High school diploma or equivalent. One to two years of experience in data entry, order processing, administrative support, operations, or a related position. Working knowledge of Microsoft Excel. Strong computer and data-entry skills. Ability to communicate clearly and professionally. Demonstrated attention to detail and organizational skills. Preferred Experience using Salesforce and QuickBooks. Experience processing purchase orders, EDI transactions, or customer orders. Familiarity with invoices, shipping documentation, and tracking information. Experience working across multiple departments to coordinate orders or administrative processes. What Success Looks Like Success in this position means the details are handled correctly and the people relying on your work do not have to repeatedly follow up to determine what happened.

You will be successful when:

Orders are entered accurately and processed promptly. Customer, pricing, shipping, billing, and purchase-order information is complete and accurate. Salesforce records and supporting documentation are current and complete. Order discrepancies are identified and communicated before they create downstream issues. Outstanding information is followed through to resolution. Fulfillment, Sales, and Accounting receive the information they need without repeated follow-up. Existing customers receive professional and accurate routine order updates. Assigned administrative responsibilities are completed reliably and on time. You demonstrate increasing independence and ownership as you learn the position. Schedule & Work Environment Full-time position. Monday through Friday. On-site in Colorado Springs, Colorado. No travel required. Compensation $20.00 per hour This is a full-time, hourly/non-exempt position. Our Values At Quasar, how the work gets done matters just as much as the work itself. Integrity — Do what's right, especially when it's hard. Ownership — Own outcomes, relationships, and follow-through. Adaptability — Respond to change with clarity and purpose. Teamwork — Collaborate with trust and transparency. Ready to Take Ownership of the Details? If you are organized, dependable, comfortable working with detailed information, and enjoy being the person who helps keep things moving behind the scenes, we would like to hear from you. We are looking for someone who will take ownership of the position, learn our processes, support the team, and become a reliable part of how Quasar serves its customers.

Pay:

From $20.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Employee assistance program Health insurance Health savings account Paid time off Parental leave Vision insurance

Work Location:

In person