Order Management & Documentation Specialist

Job Description

This is a remote position.

About the Client

A leading private-label distributor of electronic components, specializing in magnetic components, inductors, transformers, and RJ45 connectors. We are committed to delivering high-quality products and exceptional service to customers worldwide.

Seeking a detail-oriented and proactive Order Management & Documentation Specialist to manage order processing, supplier coordination, and shipment tracking. This role is critical to ensuring efficient fulfilment, seamless logistics, and exceptional customer satisfaction. You will work closely with suppliers, logistics partners, and internal teams to optimize procurement and fulfilment operations.

About the Role

As an Order Management & Documentation Specialist, you will take ownership of customer shipments, shipping documentation, and logistics partner coordination. You will play a critical role in ensuring accurate, compliant, and on-time deliveries by managing international shipping requirements, maintaining regulatory compliance files, and resolving customer shipment or quality issues.

This role is ideal for someone with strong logistics and documentation experience, who enjoys working in a high-detail, fast-moving environment. You should be highly organized, process-oriented, and an excellent communicator with the ability to manage complex shipments and provide outstanding customer support.

Key Responsibilities

• Customer Shipment Coordination – Manage customer order shipments, ensuring accuracy, timeliness, and compliance with customer requirements.
• Shipping & Import / Export Documentation – Prepare, review, and process shipping, customs, and compliance documents to ensure smooth international deliveries.
• 3PL Oversight – Coordinate with U.S. and international shipping partners to ensure proper order fulfillment, tracking visibility, and resolution of shipment discrepancies.
• Customer Communication – Provide proactive updates to customers regarding shipment status, expected delivery, and any shipping-related delays or issues.
• Legal & Regulatory Documentation – Maintain and update required compliance documents (e.g., REACH, RoHS, certifications), ensuring all shipments meet regulatory and customer requirements.
• Quality Complaint Management – Serve as the point of contact for customer quality complaints, documenting issues, coordinating with internal teams / suppliers, and ensuring timely resolution.
• Issue Resolution – Investigate and resolve shipping or documentation errors, customs holds, or delivery disputes, escalating when necessary.
• Process Improvement – Identify and implement improvements in shipping documentation, 3PL coordination, and customer service workflows.

Requirements

What We’re Looking For

Requirements

Success Skills and Abilities : Technical Proficiency : Advanced MS Excel and PowerPoint skills; experience with Business Intelligence tools (e.g., Tableau) is a plus. Analytical & Problem-Solving : Growth mindset with intellectual curiosity to synthesize complex information, identify key business drivers, and document reasoning. Communication & Interpersonal Skills : Strong verbal and written communication; ability to engage across all levels and work cross-functionally. Business Partnership : Support company functions by ensuring budget understanding and financial alignment. Adaptability & Initiative : Thrives in a fast-paced, changing environment; manages competing priorities effectively while seeking continuous improvement. Accountability & Leadership : Disciplined, detail-oriented, and responsible; leads by example with a strong sense of ownership. Judgment & Decision-Making : Exhibits sound reasoning, reacts well under pressure, and involves key stakeholders in decision-making. Integrity & Teamwork : High ethical standards; works well independently and collaboratively while balancing multiple priorities. Cost Consciousness : Develops cost-saving strategies and works within approved budgets. Time Management & Organization : Highly organized with excellent ability to meet deadlines and manage competing tasks. Physical Job Requirements :