Case Study

Order Processing, Shipping & Invoicing

Background

MagTon is a custom manufacturing facility serving major companies like Honeywell, Labatt, and others. Founded in 1995, owner and engineer Marco has cultivated a great working environment with a tight-knit team and very low turnover. Everything is made-to-order, with a focus on safety equipment such as fall arrest systems and tripods.

Issue

When his administrative assistant of 10 years had to leave due to a move, Marco needed someone he could trust to take over. Busy with designing and manufacturing, he sought a new assistant to handle critical tasks seamlessly. He needed someone part-time to process and acknowledge orders, ship small packages and large freight internationally, send shipment reports, enter bills, create invoices, and communicate with Honeywell’s customer service team to resolve any order, delivery or payment issues.

Goals

  • Take over order processing, shipping, and invoicing for Honeywell orders.

  • Communicate with Honeywell’s team to resolve any discrepancies.

  • Ensure absolute accuracy for customs paperwork and bills of lading for international freight shipments.

How I Helped

  • Creation of SOPs: Developed step-by-step protocols and instructions during training to ensure future assistants could seamlessly handle tasks with minimal interruptions.

  • Order Entry: Accurately processed incoming orders from Honeywell into the company’s system.

  • Error Minimization: Double-checked entries and verified details to reduce mistakes that could delay shipments or cause miscommunication.

  • Communication: Maintained clear communication with Marco and Honeywell’s team to promptly resolve any discrepancies or issues.

  • Streamlined Inventory Tracking: Combined two spreadsheets into one unified system to eliminate redundancies and speed up inventory tracking, making it easier to monitor stock levels and streamline order fulfillment.

Results

  • 📈 Order accuracy: Maintained at 99%

  • 📉 Processing time per order: Reduced by 50% due to fast typing and streamlined inventory tracking

  • 📈 Owner's availability: Increased by 16+ hours per week, allowing Marco to focus on growing the business