Order Prep Specialist

Job Title: Order Prep Specialist

Job Description

Seeking an Order Prep Specialist who will manage the full vehicle transport order lifecycle from initial data collection through final completion, ensuring a smooth, accurate, and customer-focused experience. This role involves coordinating order submission and dispatch, resolving transport issues, and maintaining clear, professional communication with internal and external customers in a fast-paced environment.

Responsibilities

• Initiate and manage the vehicle transport life cycle by collecting accurate data, submitting orders, and dispatching movements to the correct entities.
• Participate in all phases of the order process to ensure timely completion and high levels of customer satisfaction.
• Negotiate and resolve transport issues by balancing customer needs with operational and logistical constraints.
• Communicate directly with customers, including fleet management companies and their clients, to provide updates, clarify details, and address concerns.
• Respond to customer questions and provide solutions using sound judgment, following standard processes through to completion to reduce delays and enhance the customer experience.
• Enter and maintain detailed and accurate information in specific areas of each order so all stakeholders clearly understand customer requirements.
• Monitor and manage team dashboards and work queues to ensure tasks are completed and orders continue to move through the process without delays.
• Organize daily activities using provided tools to prioritize work and ensure all assigned tasks are completed on time.
• Respond to emails promptly and courteously, typically within an industry standard of four hours.
• Demonstrate the ability to perform activities inherent to the department’s responsibilities and assist teammates when needed to keep service delivery on track.
• Identify and escalate issues, trends, and opportunities that may impact service quality, efficiency, or customer satisfaction.
• Apply critical thinking, using knowledge, facts, and data to effectively solve problems related to orders and customer requests.
• Work effectively in a fast-paced environment while managing competing priorities and adapting quickly to changing departmental needs.
• Balance customer needs with company obligations by demonstrating a basic financial understanding of decisions and actions.
• Manage time effectively, follow through on commitments, and ensure tasks are completed accurately and on schedule.
• Communicate with customers via phone and email to clarify order details, resolve discrepancies, and confirm next steps.
• Use computer systems and tools to mine information from emails and accurately enter data into the system.
• Analyze work outputs and notice trends, sharing insights with others to help resolve recurring issues and improve processes.
• Collaborate with colleagues and support a culture where customer service is recognized as everyone’s responsibility.

Essential Skills

• 1 to 3 years of customer service or high-volume administrative work experience.
• 0 to 2 years of experience in a call center, customer service, or sales environment.
• Strong interpersonal skills with the ability to build rapport and maintain professional relationships.
• Strong verbal and written communication skills for clear, professional phone and email interactions.
• Proficiency with Microsoft Office, including Outlook and Excel.
• Good computer and data entry skills, with the ability to extract information from emails and enter it accurately into systems.
• Analytical and problem-solving skills, including the ability to learn the business and apply knowledge to resolve issues.
• High attention to detail and a strong focus on accuracy in a complex, fast-moving business environment.
• Effective listening skills to fully understand customer needs and internal requirements.
• Ability to manage time effectively and follow through on tasks to completion.
• Capability to work in a fast-paced environment while juggling competing priorities and adapting quickly.
• Ability to respond and act confidently, assertively, and decisively while taking responsibility and accountability for outcomes.
• Critical thinking skills and the ability to use data, facts, and knowledge to solve problems and make sound decisions.

Additional Skills & Qualifications

• High level of accuracy and consistency in data entry and order processing.
• Ability to identify issues, trends, and opportunities and communicate them to help improve processes.
• Ability to analyze work outputs and notice patterns that may affect service delivery or customer satisfaction.
• Strong customer service mindset, with the belief that customer service is a shared responsibility across the team.
• Quick learner who can rapidly understand new systems, processes, and business rules.
• Self-starter who takes initiative and works proactively with minimal supervision.
• Knowledge and experience using Outlook and Excel for daily tasks, communication, and tracking.
• Comfort working with dashboards and work queues to manage tasks and monitor order progress.
• Demonstrated flexibility and adaptability to changing departmental needs and priorities.
• Basic financial understanding to help balance customer needs with company obligations.

Work Environment

The Order Prep Specialist will initially work on-site at Our Client’s office five days per week, Monday through Friday. Standard business hours for the operation are between 8:00 a.m. and 6:00 p.m., and an 8-hour shift will be assigned within this window. If converted to a permanent employee, the role will move to a hybrid work schedule, typically consisting of two days on-site and three days remote each week. The environment is fast-paced and detail-oriented, with a strong focus on timely customer service and accurate order processing. You will work extensively with email, Microsoft Outlook, Excel, and team dashboards to manage tasks and monitor orders. The setting is a professional office environment where clear communication, responsiveness, and collaboration are highly valued.

This is a Contract to Hire position based out of Gainesville, VA.

The pay range for this position is $18.00 - $19.75/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Gainesville,VA.

This position is anticipated to close on Sep 3, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.