Order Administration Coordinator

Job Summary

The Order Administration Coordinator is responsible for reviewing, entering, and managing clinical trial supply orders with accuracy, efficiency, and adherence to established SOPs. This role ensures that all orders are complete, compliant, and ready for downstream processing by operational teams. The coordinator provides high-quality customer service, manages order holds, supports international documentation needs, and ensures the accuracy of information within the ERP system.

Essential Duties and Responsibilities

• Communicate proactively with stakeholders to resolve order-related issues or delays.
• Reviews incoming work orders for completeness, accuracy, and compliance with established requirements, ensuring all necessary information is available before order entry.
• Enters and updates orders in the ERP system, verifying item details, quantities, lot and expiration requirements, service levels, and supporting documentation.
• Print and prepare requisitions, labels, airway bills, and other shipment-related documentation.
• Retrieve and organize visit-specific materials for outbound shipments.
• Monitor and manage order workflows to ensure timely processing and delivery.
• Identifies missing or incorrect information and communicates with internal stakeholders to resolve discrepancies before processing.
• Manages order holds by applying appropriate hold categories, documenting reasons, communicating required actions, and ensuring timely resolution.
• Processes amendments and changes to orders by reviewing update requests, validating impact on downstream activities, and communicating with relevant teams.
• Monitors order queues, priority lists, and escalation pathways to ensure orders are processed within required timelines, including priority lanes and urgent requests.
• Utilizes available tools, trackers, and reports to maintain visibility over order status, holds, and pending actions, escalating concerns when necessary.
• Provides professional and timely customer service by responding to order-related questions, clarification requests, and internal or external inquiries.
• Adheres to all established SOPs, documentation standards, and quality expectations, ensuring work aligns with regulatory and operational requirements.
• Maintains organized digital and physical records to support quality audits, internal reviews, and continuous improvement activities.
• Perform other duties as assigned to support operations.

Education and Experience

High School Diploma (or in process of obtaining equivalent) required. 1+ years of experience in inventory or a similar role preferred.

Skills and Ability

• Strong attention to detail and accuracy in reviewing and processing documentation.
• Ability to interpret and apply SOPs, quality requirements, and operational guidelines.
• Strong organizational and multi-tasking skills in a time-sensitive environment.
• Effective written and verbal communication skills with the ability to collaborate across functional teams.
• Proficiency in ERP systems and standard office software; experience with order entry systems preferred.
• Problem-solving mindset with the ability to identify discrepancies and drive resolutions.
• Effective English proficiency to read, interpret, and communicate operational and compliance-related information.