Job Title: Order Management Specialist

If you are interested in this opportunity, please feel free to apply and email me your resume at rsession@astoncarter.com so we can schedule a time to connect asap!

Job Description

The Order Management Specialist provides administrative and order management support to a five-person Contracts team within a highly regulated manufacturing environment. This role focuses on owning day-to-day order administration, including entering and processing purchase orders, booking customer orders, communicating with customers and suppliers, and maintaining accurate electronic job documentation. The position offers the opportunity to start with straightforward orders and gradually take on more complex order administration responsibilities as knowledge of the business and processes grows.

Responsibilities

• Enter and process customer purchase orders and sales orders in the ERP system with a high degree of accuracy.
• Manage a monthly workload of approximately 6070 customer orders.
• Initially handle straightforward orders, typically consisting of 12 line items, and progressively take on more complex orders as proficiency increases.
• Review customer purchase orders for accuracy and completeness, ensuring all information is correctly entered into the ERP system.
• Book and distribute customer orders in accordance with established processes and timelines.
• Send order acknowledgements to customers and confirm order details as needed.
• Communicate with customers via email to address order-related questions, provide updates, and manage follow-up items.
• Follow up with suppliers to obtain outstanding information and ensure all order requirements are met.
• Create and maintain electronic job folders within the company’s project database, ensuring all documentation is complete and organized.
• Ensure that order information is accurately transferred from the ERP system into the appropriate electronic project files.
• Attend the Contracts team’s daily production meeting, take detailed notes, and distribute meeting notes to the team.
• Monitor the Contracts team’s shared communications and assist with basic requests when team members are unavailable.
• Provide general administrative support to reduce the workload of the Contracts team and support overall team efficiency.
• Take on increasingly complex order administration responsibilities as familiarity with the company’s products, processes, and systems develops.

Essential Skills

• 2-4+ years of experience in Customer Service, Order Administration, Contracts Administration, Order Management, or a similar role.
• Ideally 25 years of order entry experience within a manufacturing environment.
• Previous experience working with an ERP or MRP system for order entry and management.
• Proficiency with Microsoft Excel and strong skills across Microsoft Office applications.
• Demonstrated experience in order entry, order management, order processing, and administrative support.
• Strong written communication skills, particularly through email, for clear and professional customer and supplier interactions.
• Experience communicating directly with customers regarding orders, inquiries, and follow-up items.
• High attention to detail and strong data-entry accuracy when working with purchase orders and line-item details.
• Comfort working with purchase orders, line-item information, and customer order documentation in a structured environment.
• Ability to manage multiple priorities and deadlines in a fast-paced setting.
• Comfort asking questions and following up with customers, suppliers, and internal teams to resolve issues and clarify requirements.
• Industry experience in manufacturing, aerospace and defense, energy, nuclear, industrial equipment, engineering, or another highly regulated environment.

Additional Skills & Qualifications

• Experience working in an ITAR-regulated or similarly controlled environment.
• Experience supporting contracts or project-based work within complex industrial operations.
• Familiarity with documentation practices and record-keeping standards in regulated industries.
• Ability to adapt to evolving order complexity and take on additional responsibilities as the role grows.
• Strong organizational skills and the ability to maintain accurate electronic files and project documentation.

Work Environment

This role is 100% onsite at a manufacturing facility, working Monday through Friday from 8:00 a.m. to 5:00 p.m., with some flexibility to start closer to 7:30 a.m. It is a 6-month temporary assignment with potential for extension depending on business needs. The facility operates in an ITAR-regulated environment and focuses on engineering, manufacturing, supplying, repairing, and servicing highly specialized equipment used inside nuclear power plants. The operation supports commercial nuclear facilities throughout their lifecycle, including existing plants, upgrades, life extensions, new construction, and advanced reactor development. The Order Management Specialist will primarily work seated in an office setting, using ERP or MRP systems, Microsoft Excel, and other Microsoft Office tools, but may occasionally need to walk the manufacturing floor to support coordination and communication with operations.

Job Type & Location

This is a Contract position based out of Brea, CA.

Pay and Benefits

The pay range for this position is $32.00 - $32.00/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)

Application Deadline

This position is anticipated to close on Nov 24, 2026.

Workplace Type

This is a fully onsite position in Brea, CA.

About Aston Carter

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 astoncarteraccommodation@astoncarter.com 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.