Order Entry Coordinator

Aston Carter•Crest Hill, IL

11d•$24 - $29•Onsite

About The Position

The Order Entry Coordinator provides comprehensive administrative and coordination support for production programs, sales activities, and customer service within the Point of Purchase (POP) displays and fixtures department. This role bridges office and production operations, ensuring accurate job setup, smooth production flow, timely shipments, and exceptional customer communication. The position offers meaningful exposure to ERP systems, financial data, and cross-functional collaboration in a dynamic manufacturing environment.

Requirements

3–5 years of order entry coordination experience, preferably in a production, manufacturing, or similar environment.
Strong Microsoft Excel skills, including pivot tables, VLOOKUP/HLOOKUP, INDEX MATCH, COUNTIFS, and experience with VBA/macros.
Ability to work comfortably and accurately with financial data and numbers.
Strong interpersonal and communication skills, with the ability to collaborate across multiple departments and levels of the organization.
Experience with ERP systems in a production or operations setting.
Demonstrated ability to manage multiple tasks, prioritize effectively, and maintain accuracy in a fast-paced environment.

Responsibilities

Manage job setup by verifying material availability and coordinating with project managers to ensure job accuracy and readiness for production.
Review and distribute production, shipment, and work schedules, and confer with department supervisors to monitor work progress and confirm completion dates.
Coordinate with project managers on the job-closing process and collaborate with Quality Control to ensure all data entries are accurate, complete, and properly documented.
Prepare subcontractor packing slips to ensure precise documentation and tracking of all outgoing shipments.
Monitor daily production labor and audit reported hours within the system to maintain high data accuracy and support operational reporting.
Update and distribute the Production Action Item sheet to the team prior to weekly meetings to support informed decision-making and follow-up.
Coordinate truck deliveries as requested and provide consistent, real-time status updates to the project team.
Support diverse projects from initiation through completion, ensuring all milestones, timelines, and quality standards are met.
Perform quarterly and annual inventory cycle counts for materials and finished goods to improve system data accuracy and inventory control.
Provide sales support by responding to information requests and facilitating communication through websites, emails, and meeting coordination.
Work closely with outside sales to develop and maintain a sales, lead, tracking, and calendaring system that supports proactive customer engagement.
Review, coordinate, and track the completion, inspection, shipment, delivery, acceptance, and closure of products and jobs in the system.
Interact directly with customers, process information, and provide them with accurate data and updates to support the best possible outcomes.
Confer with internal personnel, customers, and vendors to coordinate production and shipment activities, eliminate delays, and resolve complaints or issues.
Ensure existing contract orders are updated, administered, and accurately reflected in the system.
Administer and maintain customer inventory agreements, ensuring they are current and properly executed.
Work closely with internal teams, including customer service, quality, operations, and engineering, to solve problems and respond to customer requests and questions.
Act as a liaison between project managers, production teams, and executive leadership, supporting clear communication and alignment across the organization.
Participate in regular production and cross-functional meetings to share updates, address issues, and support continuous improvement.
Perform other duties as assigned to support production, sales, and operational coordination.