Order Processing Specialist VA
Processes and tracks every customer order from receipt to delivery, coordinating with warehouses and couriers so orders ship on time and customers are kept informed.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
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Hourly rates · No lock-in contracts
Description
An Order Processing Specialist VA manages customer orders from receipt through to delivery, checking payment and stock details, coordinating fulfilment and tracking shipments. They can also handle order changes, shipping problems and courier claims while keeping customers updated. Outsource Teams provides top 1% vetted talent with ecommerce fulfilment or logistics experience, no lock-in contracts and a replacement guarantee.
Responsibilities
- Review and process incoming orders from the online store, marketplaces and wholesale channels.
- Verify payment, address and stock details before releasing orders to fulfilment.
- Create shipping labels and book couriers through ShipStation, EasyPost or the carrier portals.
- Coordinate with warehouses and 3PL providers on picking, packing and dispatch.
- Track shipments and proactively update customers on delays.
- Handle order changes, cancellations and address corrections.
- Investigate lost, damaged or delayed shipments and file carrier claims.
- Maintain order records and reconcile with accounting.
- Report daily on orders processed, backlog and exceptions.
Software & Tools
Requirements
- 5+ years in order processing, fulfilment or logistics administration for an online retailer.
- Experience with order management and shipping tools such as ShipStation, Shopify, Cin7 or a 3PL portal.
- Familiar with carriers such as USPS, UPS, FedEx, Royal Mail or Australia Post and their claim processes.
- Accurate and fast data entry with strong Excel skills.
- Clear written English for customer updates and carrier correspondence.
- Calm and methodical when handling peak volumes and exceptions.
- Reliable high-speed internet and backup power, working the client's dispatch hours.
Frequently Asked Questions
What can they manage after an order is placed?
They can verify order details, release orders to fulfilment, create shipping labels, coordinate with warehouses and track delivery progress.
Can they handle delivery issues?
Yes. They can investigate lost, damaged or delayed shipments, communicate with customers and lodge carrier claims where required.
What systems can they work with?
They can use Shopify, ShipStation, Amazon Seller Central, Starshipit, Xero, Google Sheets and Royal Mail Click & Drop.
How experienced are the candidates?
Candidates are expected to have at least five years in order processing, fulfilment or logistics administration for an online retailer.
How much does it cost?
Rates are listed in USD at $5 per hour for entry-level talent, $7 per hour for intermediate and $9 per hour for senior talent. Both full-time and part-time options are available.
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