The buck stops with order clerks. They are the personnel who receive and process a business’ incoming orders. They receive these orders electronically or via fax, mail or phone. The orders they process include classified ads, materials, merchandise or business services.
When writing an order clerk job description, be certain to include customer service as an important skill, as these clerks work directly with your customers acknowledging the orders, informing customers of shipment dates and delays, handling pricing questions and fielding complaints. Excellent organizational skills are also necessary, as is familiarity with databases and spreadsheet applications.
You want your order clerk to work well independently and possess the critical thinking and problem solving skills necessary to handle any issues with customer orders. Review the order clerk job description below for a better understanding of what your narrative may include.
Order Clerk Job Summary
Being an order clerk might sound dull, but when you enter into this dynamic position, you will be making our customers happy. If you love to add sunshine to people’s days, then process the orders for the materials they are dying to receive. You will be the first and most important customer contact as you receive orders electronically and through our fax and phone system. Our customers will jump for joy when they open your confirmation email, and they’ll be even happier when you let them know their order is on its way. Fielding customer inquiries and complaints will be another important facet of your job, and we have a comprehensive system in place to help you help them.
- Receive customer orders daily via electronic ordering system, fax and phone
- Verify customer information on each order when received against company database to confirm all contact information is correct; update database where necessary
- Verify order information is correct on each order when received and that all merchandise purchased is in stock and priced correctly
- Contact customer directly on each order when received if there are questions regarding customer information or discrepancies between customer information on the order and the company database
- Contact customer directly on each order when received if there is an issue with the order, such as merchandise pricing difference, shipping delays or other concerns
- Enter order into fulfillment system for processing, including packaging and shipping preparation; verify order is correct prior to shipment
- Notify customer when order is received and shipped using the customer’s preferred contact method on each order received
- Answer customer service line and field customer questions and complaints daily
Job Skills and Qualifications
- High school diploma or equivalent
- Excellent written and verbal communication skills
- Ability to communicate professionally with angry customers
- Willingness to participate in on-the-job training
- One to two years order clerk experience
- Proficient in Microsoft Office and database applications
Order Clerk Job Responsibilities
You want the responsibilities section of any job description to be strong. Make it clear and forceful. Jobseekers depend upon it to explain what the job entails and describe the regular duties you expect them to perform. Your order clerk job description is as important to those hunting for jobs as their application materials are to you in determining the best candidate.
To review some of the tips you have already read here about writing your order clerk job description, make this section clear and readable. Bullets are a great way to do this. Begin each bulleted point in your list of professional duties with an action verb, which lends power and energy to your writing and helps jobseekers visualize themselves performing the tasks required. While this is an important section in the job posting, avoid writing a daunting catalog of nonspecific industry buzzwords. Keep it specific, and keep it short — around 6-8 bullet points.
Here are some frequently desired order clerk job responsibilities you may want to include:
- Receive and process incoming orders for materials, merchandise, classified ads or services such as rentals, installations and repairs
- Get orders in multiple ways, including mail, phone, fax and other electronic means
- Inform customers of prices, shipping dates and delays
- Prepare and distribute contracts
- Handle complaints
Order Clerk Job Specifications
The key to this section, which spells out the qualifications and skills you want in a successful candidate, is thoughtful inclusion fueled by feedback from senior management, human resources specialists or other hiring professionals. Write your order clerk job description carefully and in such a way that it gives a clear picture of the skills, knowledge, education and experience desired for the one who will finally win the job.
Some specifications in your order clerk job description may seem obvious, such as telecommunications skills, multiple languages, if any, and an understanding of relevant computer software and programming. However, after consulting other company management, make a list of those qualifications and abilities you require, and then make a second list of those you prefer. Taking time to do this can save you lots of work sifting through applications from candidates who are just not good fits. By clearly stating necessary qualifications, you also help jobseekers by making it easy for them to determine if they possess the skills you need.
Some typical order clerk job specifications you may want to use include:
- Strong verbal and written communicator
- Knowledgeable of the principles and processes of good customer service
- Organized with good clerical skills
- Efficient at using logic and reasoning to determine strengths and weaknesses of various options and alternative solutions to problems
- Practiced negotiator who understands how to persuade others
- Good financial manager who can determine how best to spend money to get the job done