Job Description

eCommerce Fulfillment Coordinator

Department: eCommerce

Position Overview
The E-Commerce Operations & Fulfillment Coordinator supports day-to-day workflow across estimating, job documentation, customer portals, fulfillment tracking, reporting, and website product maintenance. This role ensures that every job is accurately documented, costed, tracked, and closed out, while helping streamline processes and reduce administrative workload.

Key Responsibilities:

Job Setup & Documentation:

• Create customer and job drive folders.
• Enter job details into the tracking sheet.
• Update folders and status entries throughout the job lifecycle.
• Save final documents in customer online folders.

Costing & Estimating Support:

• Prepare original costing worksheets.
• Enter costing revisions when needed.
• Prepare original estimates.
• Update revised estimates.
• Update costing with shipping costs after delivery.

DocuSign & Customer Approval:

• Prepare estimate PDF files.
• Upload documents for customer approval.
• Track approval status and update job records.

Portal & Accounting Coordination:

• Upload estimates into Axxerion / customer portals.
• Email invoices to accounting.
• Assist with PayPal monthly audit reporting.

Fulfillment & Shipping Support:

• Track order status and shipping progress.
• Assist with packing and shipment prep.
• Verify delivery and update tracking sheet.
• Update ShipStation funds spreadsheet.

Project Closure & Record Keeping:

• Prepare closure email & paperwork.
• Send closure documents to accounting.
• Complete delivery and closure records.
• Final tracking sheet status updates.

Reporting & Operations Support:

• Prepare weekly e-commerce vital factor reports.
• Prepare weekly company vital factor reports.

Website & Product Admin (WordPress):

• Update plugins as needed.
• Manage website product images & assets.
• Create new products.
• Update existing product listings.

Qualifications:

• Strong attention to detail and documentation accuracy.
• Experience with spreadsheets / Google Sheets / Excel.
• Comfortable working in cloud drive folder systems.
• Familiarity with order tracking or fulfillment workflows.
• Basic WordPress or website content experience (preferred).
• Ability to manage recurring tasks and deadlines.
• Strong written communication skills.

Performance Indicators:

• Jobs entered & updated accurately and on time.
• Costing & estimate updates completed without backlog.
• Portal uploads and DocuSign approvals processed promptly.
• Fulfillment and delivery statuses kept current.
• Closure paperwork completed within defined timeframe.
• Reports delivered consistently and accurately.
• Product and website updates maintained monthly.

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