Order Team, Export & Domestic Specialist

Job Description:

Position Summary:

This position is an integral member of the Order Team and shares responsibility for accurate, timely domestic and export order execution. Team members monitor incoming orders, process and track shipments, maintain records, communicate with internal and external partners, and cross-train across core order functions so service remains consistent during changing priorities and coverage needs. The role supports Sales by removing order-related obstacles, protecting order accuracy, and helping move each order from receipt through invoicing and shipment confirmation.

Essential Responsibilities:

• Monitor the shared order inbox and coordinate workload across the team to ensure domestic, export, sample, and other priority requests are acknowledged and processed promptly.
• Enter and process orders accurately in AMS and related systems; transfer completed orders to the appropriate warehouse and complete required shipment follow-up.
• Create, review, and distribute invoices and maintain complete, accurate order and shipment records.
• Provide responsive service by phone and email to wholesale distributors, importers, freight forwarders, warehouse personnel, Sales, Marketing, Accounting, and other partners regarding inventory, order status, pricing, release dates, and shipment details.
• Track orders from receipt through fulfillment and shipment confirmation, escalating delays, inventory constraints, pricing discrepancies, documentation gaps, or other exceptions as soon as they are identified.
• Process and track sample requests in partnership with Sales, Marketing, and warehouse teams to support accurate, on-time fulfillment.
• Maintain current price schedules and order-related reference information; communicate changes to affected partners and help protect accurate pricing and margins.
• Serve as a liaison among customers, Sales, Accounting, warehouses, freight partners, and management to resolve problems, increase efficiency, and maintain a consistent service experience.
• Cross-train on domestic and export order functions, provide backup coverage, share process knowledge, and participate in team and company projects as needed.

Export & Compliance Responsibilities

The following responsibilities are shared across trained team members, with priorities and final compliance direction coordinated by the Order Team Manager and export leadership:

• Coordinate export orders from receipt of the international purchase order through compliant, on-time shipment.
• Prepare and validate required export documents, including Certificates of Origin, Free Sale and Health/Sanitation certificates, proforma invoices, and other destination-specific documentation.
• Coordinate applicable TTB and other regulatory requirements with internal and external partners before shipment booking or release.
• Communicate with importers, freight forwarders, warehouses, and internal stakeholders to confirm requirements, timing, readiness, and shipment status.
• Document and escalate export exceptions promptly so the business can manage customer expectations and protect revenue.

Additional Responsibilities
• Comply with all company safety policies, practices, and procedures; participate in required training and report unsafe conditions or work practices.
• Contribute to team efforts and perform additional duties or projects as business needs evolve.

Necessary Skills & Qualifications
• Highly organized and detail-oriented, with the ability to manage multiple orders, documents, deadlines, and changing priorities.
• Strong written and verbal communication skills, sound judgment, a service-oriented approach, and a positive, collaborative attitude.
• Ability to read and interpret instructions, policies, pricing information, shipping documents, and other business records.
• Ability to perform accurate calculations involving currency, discounts, percentages, weight, volume, distance, and imperial/metric conversions.
• Strong computer skills, including email, word processing, spreadsheets, order/logistics systems, and basic database activity.
• Associate degree or equivalent education preferred; two to four years of related order processing, customer service, logistics, or administrative experience, or an equivalent combination of education and experience.
• Prior AMS experience preferred; domestic and export order processing experience desired.
• Foreign language skills, including French, Japanese, or Chinese, are a plus.
• Current valid driver's license, insurable driving record, and proof of current automobile insurance.

Physical Requirements & Work Environment
• This position primarily performs non-strenuous administrative work in a well-lighted, heated and/or air-conditioned office setting with typical office noise. The role requires manual dexterity for computer and document work, adequate hearing for telephone and office conversation, and clear close and distant vision with the ability to adjust focus. The employee may occasionally lift or move objects weighing up to 20 pounds.

Schedule & Travel
• Regular business schedule is Monday through Friday. Overtime may be required based on business needs and with approval. Overnight travel is not regularly required.

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