Ultimate Staffing is currently sourcing candidates for an Order Management & Sales Fulfillment Coordinator for our client in Gainesville, GA! This role assumes full ownership of customer orders upon receipt of a Purchase Order (PO) from the Sales team and manages a high volume of active projects simultaneously, with project lifecycles ranging from short-term to multi-year timelines. The coordinator ensures all customer communication, documentation, approvals, system updates, and payment processing are accurate, current, and complete before orders are released to production. This position is a project-control and coordination role requiring strong attention to detail, multitasking across 50+ active orders, precise data entry, proactive customer communication, and close collaboration with Sales, Accounting, Production, and Logistics to ensure accurate and on-time order release
*Direct Hire Opportunity
*Full time M-F 8A-5P
*Fully onsite in Gainesville, GA!
*Pay ranges $28-$30 BOE plus full benefits package
Essential Duties & Responsibilities:
Serve as the primary point of contact for assigned customer orders after PO handoff from Sales.
Maintain consistent communication with customers to guide them through submittals, approvals, revisions, schedules, and release requirements.
Follow up with customers within required timelines on outstanding documents, approvals, payments, and change requests.
Address customer inquiries, resolve issues, and provide regular updates throughout the order lifecycle.
Send complete submittal packages immediately upon PO receipt.
Track, revise, and manage submittals, drawings, and documentation based on customer feedback or specification changes.
Maintain version control to ensure only final approved documents are released to production.
Prepare revisions to quotes and request or process change orders as material scope, pricing, or specifications change.
Remain current on all approved change orders and customer updates.
Process customer orders within required timelines, ensuring release occurs no later than 48 hours after all required items are received.
Enter accurate order, measurement, material, and production information into internal systems and Excel for production planning.
Monitor receipt of required documentation, approvals, and payments, keeping systems updated in real time.
Coordinate production and release timing to align with customer schedules and logistics requirements.
Release orders only after confirmation that all documentation, approvals, and payments are complete and accurate.
Work closely with Accounting to apply payments accurately to the correct order.
Follow up with customers regarding outstanding payments required for release.
Process payment forms promptly and submit for supervisor or accounting approval the same day received.
Place immediate holds on stock or materials upon receipt of payment as required.
Assist with completion of sales orders and generation of invoices to customers.
Communicate clearly with Sales, Logistics, and Production regarding order status, release timing, and schedule changes.
Maintain organized digital and physical order files in accordance with department standards.
Enter detailed project notes and status updates to ensure visibility across teams.
Answer phones and respond to emails promptly and professionally.
Provide general administrative and operational support to the order management team.
Become familiar with applicable hotel brand standards and project requirements.
Qualifications & Requirements: High school diploma or equivalent required.
Minimum one year of experience in order management, sales fulfillment, manufacturing support, or customer service coordination preferred.
Strong ability to multitask and manage 50+ active projects simultaneously.
High accuracy with dimensions, quantities, pricing, and payment information.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and order management systems.
Excellent typing, data entry, and organizational skills.
Clear, concise verbal and written communication skills.
Ability to prioritize independently, meet deadlines, and follow through without reminders.
Ability to learn quickly and thrive in a fast-paced, changing environment.
Team-oriented mindset with strong customer focus.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.
