Order Processing Coordinator Jobs in Hamilton, ON

Inside Sales / Order Processing

Location: Zwart Systems / AdeptAg
Beamsville, Ontario, Canada

Full-Time | In-Office | Monday-Friday | 8:00 AM - 5:00 PM

About AdeptAg

AdeptAg is the North American leader in turnkey design, automation solutions, irrigation systems, and services for controlled environment production. We partner with growers to deliver innovative systems that drive efficiency, productivity, and long-term success.

About the Role

The Inside Sales / Order Processing position supports customers and the Sales team throughout the quoting, order entry, and order fulfillment process. This role is responsible for responding to customer inquiries, preparing quotes, entering and validating customer orders, and coordinating internally to ensure orders are processed accurately and efficiently.

Working closely with Sales, Design, Project Management, Purchasing, Production, and Shipping, this position serves as an important link between the customer and internal operations. The role helps ensure pricing, product information, documentation, and order details are accurate before orders are released for fulfillment.

This position requires strong customer service skills, attention to detail, commercial awareness, and the ability to manage multiple customer requests and orders in a fast-paced environment.

Key Responsibilities

Inside Sales and Customer Support

• Respond to customer inquiries regarding products, pricing, availability, lead times, and order status
  Build and maintain positive relationships with existing customers through responsive and professional communication
  Assist customers in identifying appropriate products and solutions based on their requirements
  Provide follow-up on quotes, open orders, revisions, and customer requests
  Identify opportunities to support additional customer needs and communicate potential sales opportunities to the appropriate Sales team member
  Provide ongoing support to Outside Sales and other commercial team members as required

Quoting and Sales Support

• Prepare quotes for small to mid-tier customer orders using current pricing and product information
  Generate detailed part-based quotes using ERP data and provided parts lists
  Ensure quotes align with current pricing structures, margin expectations, and company standards
  Review customer requests for completeness and obtain clarification when additional information is required
  Maintain accurate records of quotes, revisions, and customer communications

Order Entry and Validation

• Accurately enter and process sales orders within the Genius ERP system for internal and external customers
  Review orders for completeness, pricing accuracy, correct part numbers, margins, and required documentation before release
  Maintain accurate ERP data and ensure orders are structured correctly for downstream departments
  Identify missing information, pricing concerns, or order discrepancies and resolve them proactively before processing
  Maintain ownership of orders from initial entry through release

Work Order and Process Coordination

• Generate and manage work orders, ensuring required documentation, notes, and attachments are complete and accurate
  Coordinate order requirements with Purchasing, Production, and Shipping
  Monitor order progress and follow up internally to help prevent delays
  Communicate changes and revisions promptly to affected departments
  Help ensure customer commitments and internal timelines remain aligned

Cross-Functional Communication

• Collaborate with Sales, Design, Project Management, Purchasing, Production, and Shipping throughout the order lifecycle
  Communicate order updates, revisions, and customer requirements clearly and professionally
  Work with internal teams to resolve product, pricing, documentation, or fulfillment issues
  Support continuous improvement of sales support and order processing procedures
  Assist with maintaining accurate documentation and consistent internal processes

The current JD specifically calls for coordination across Sales, Design, Production, Purchasing, and Shipping, along with proactive customer communication when order clarification is needed.

Performance Expectations

• Maintain a high level of accuracy in quotes, orders, pricing, and documentation
  Provide timely and professional responses to customers and internal teams
  Meet established turnaround times for quote preparation and order entry
  Demonstrate ownership of customer requests and orders from initial inquiry through release
  Communicate proactively to prevent delays, errors, or customer concerns
  Maintain a strong customer-service mindset while supporting company margin and pricing expectations
  Contribute to improvements that increase efficiency and reduce rework

Education and Experience

• High school diploma or equivalent required
  Post-secondary education in Business Administration, Sales, Marketing, or a related field considered an asset
  Previous experience in inside sales, order processing, customer service, sales support, or administrative coordination preferred
  Experience working within a manufacturing, greenhouse, irrigation, agricultural, or technical environment considered an asset
  Experience using an ERP system, with Genius ERP experience preferred
  Equivalent combinations of education and experience will be considered

Technical Skills and Competencies

• Strong customer service and relationship-building skills
  Strong attention to detail and commitment to order accuracy
  Ability to manage multiple customer requests, quotes, and orders simultaneously
  Intermediate proficiency in Microsoft Office, particularly Excel and Outlook
  Strong written and verbal communication skills
  Strong organizational and time-management abilities
  Analytical mindset with solid problem-solving skills
  Comfortable working with pricing, margins, part numbers, and product information
  Ability to work independently while collaborating effectively across departments
  Ability to manage changing priorities in a deadline-driven environment
  Customer-focused, professional, and team-oriented approach

These competencies build directly on the current JD's emphasis on organization, Excel proficiency, communication, problem-solving, and managing multiple competing priorities.

Compensation

• Competitive hourly rate based on experience

Why Join AdeptAg

• Be part of a respected and growing North American organization
  Work in a collaborative and customer-focused environment
  Gain exposure to both sales and operational processes
  Build relationships with customers while developing product and industry knowledge
  Contribute to an industry that supports essential food production

AdeptAg is committed to providing accommodations throughout the recruitment process in accordance with applicable accessibility legislation. If you require accommodation, please notify Human Resources and we will work with you to meet your needs.

This is to fill a current position.