Order Prep Specialist

Job Title: Order Prep Specialist Job Description
The Order Prep Specialist initiates and manages the vehicle transport life cycle by accurately collecting data, submitting orders, and coordinating dispatch to the correct entities. This role focuses on delivering a seamless customer experience by resolving transport issues, balancing customer needs with operational requirements, and maintaining clear, professional communication with both internal and external customers. The position requires strong organizational skills, attention to detail, and the ability to work confidently in a fast-paced environment while juggling competing priorities.
Responsibilities
- Initiate the vehicle transport life cycle by accurately collecting data, submitting orders, and coordinating dispatch to the appropriate destination or entity.
- Participate in all phases of the order process to ensure timely completion and high levels of customer satisfaction.
- Negotiate and resolve transport issues while balancing customer needs with operational constraints and company obligations.
- Manage direct communication with customers, including fleet management companies and their clients, in a professional and courteous manner.
- Address questions from internal and external customers, offering solutions that reduce delays and enhance the overall customer experience.
- Apply sound judgment to resolve issues while following established standard processes through to completion.
- Manage the detailed information for each request, entering data into specific areas of the order system to ensure clear understanding of customer requirements.
- Monitor and manage team dashboards and system views to complete tasks efficiently and keep orders moving through the workflow.
- Organize daily activities using provided tools to ensure all tasks are completed on time and in the correct sequence.
- Respond to emails promptly and courteously, meeting the industry standard response time of within four hours.
- Demonstrate the ability to perform core departmental activities and assist with additional tasks as needed to keep service delivery on track.
- Respond and act confidently, assertively, and decisively, taking responsibility and accountability for decisions and actions.
- Identify and escalate issues, trends, and opportunities that may impact service quality or operational efficiency.
- Use critical thinking skills, knowledge, facts, and data to effectively solve problems related to orders and customer inquiries.
- Work effectively in a fast-paced environment while juggling competing priorities and adapting quickly to changing departmental needs.
- Apply financial understanding when balancing customer needs with company obligations and service parameters.
- Manage time effectively, follow through on commitments, and ensure tasks are completed accurately and on schedule.
- Mine information from emails and other sources and accurately enter data into the PARS system and related tools.
- Analyze work output to notice trends and share insights with the team to help resolve problems, reinforcing a culture where customer service is everyone’s responsibility.
- Communicate with customers via phone and email to clarify order details, resolve issues, and confirm next steps.
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 communication skills in both speaking and writing, with the ability to interact professionally with diverse customers.
- Proficiency with Microsoft Office, including Outlook and Excel.
- Customer service experience, including handling inquiries and resolving issues.
- Data entry and order entry experience with a high level of accuracy.
- Strong interpersonal skills and the ability to build rapport with customers and colleagues.
- Analytical and problem-solving skills to identify root causes and develop effective solutions.
- High attention to detail and accuracy in managing complex information in a fast-paced business environment.
- Active listening skills to fully understand customer needs and concerns.
- Proficiency in verbal and written communication for clear and concise emails and phone conversations.
- Good computer and data entry skills, including mining information from emails and entering it into the PARS system.
- Ability to analyze work output and notice trends that may impact processes or customer experience.
- Ability to learn quickly and adapt to new processes and systems.
- Self-starter mindset with the ability to work independently and take initiative.
Additional Skills & Qualifications
- Demonstrated ability to perform activities inherent to the department’s responsibilities and assist team members when necessary.
- Confidence, assertiveness, and decisiveness in responding to situations while maintaining accountability for results.
- Critical thinking skills, using knowledge, facts, and data to solve complex problems.
- Ability to work effectively in a fast-paced environment while managing competing priorities.
- Flexibility to quickly adapt to changing departmental needs and evolving processes.
- Financial understanding to appropriately balance customer needs with company obligations.
- Strong time management skills and consistent follow-through on tasks and commitments.
- High attention to detail in a complex business environment that operates at high speed.
- Ability to clarify information with customers through professional emailing and calling.
- Commitment to a customer service mindset, recognizing that customer service is a shared responsibility across the team.
Work Environment
This is an office-based role that initially requires reporting on-site five days per week, Monday through Friday. Business hours are between 8:00 a.m. and 6:00 p.m., and an eight-hour shift will be assigned within this window. The work environment is fast-paced and detail-oriented, with a strong focus on customer service and timely order processing. The role involves extensive use of computers, email, the PARS system, and Microsoft Outlook and Excel to manage orders and communications. If converted to an employee, the position offers a hybrid work schedule with a mix of on-site and remote work (two days on-site and three days remote), supporting flexibility while maintaining collaboration and service quality.
Job Type & Location
This is a Contract position based out of Gainesville, VA.
Pay and Benefits
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)
Workplace Type
This is a fully onsite position in Gainesville,VA.
Application Deadline
This position is anticipated to close on Sep 28, 2026.

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 [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.