Order Entry Coordinator

Aston Carter•Happy Valley, OR

7d•$45,760 - $45,760•Onsite

About The Position

The Order Entry Coordinator accurately manages sample receiving information and client communications, ensuring all data is entered, documented, and processed efficiently and on time. This role focuses heavily on data entry and document management while also serving as a key point of contact for clients, laboratories, and internal teams to support smooth sample processing and exceptional customer service within a scientific environment.

Requirements

High school diploma or equivalent education.
Six months to one year of office experience in roles such as administrator, office coordinator, data entry, or customer service, or an equivalent combination of education and experience.
Strong attention to detail with a focus on the quality and accuracy of work.
Effective time management skills and the ability to handle deadlines reliably.
Demonstrated client communication and customer service experience, including email and phone interactions.
Administrative work experience involving data entry, document management, and record keeping.
Interest in working within a scientific industry and supporting laboratory-related processes.
Experience using Microsoft Office applications, including Word, Excel, and Outlook.
Experience using Adobe Acrobat for document viewing and management.
Experience using SAP or similar enterprise systems for data entry and information management.
Ability to manage multiple tasks simultaneously while maintaining accuracy and organization.
Strong written and verbal communication skills for clear, professional client and internal communications.
High emotional intelligence, including the ability to respond calmly and professionally in client-facing situations.
Good cultural awareness and the ability to communicate effectively with people from diverse backgrounds.

Nice To Haves

Experience with Laboratory Information Management Systems (LIMS) and Labworks or similar systems.
Experience generating or verifying client quotes and working with accounting or finance teams on pricing and purchase order details.
Experience coordinating shipments or logistics, especially involving laboratory samples or technical materials.
Demonstrated involvement in improvement initiatives, such as proposing or implementing process enhancements.
Demonstrated learning initiatives, such as participation in internal or external training, workshops, or professional development activities.
Comfort working in a structured environment that follows Standard Operating Procedures (SOPs).
Ability to escalate issues appropriately and collaborate with supervisors and leadership to resolve client or system concerns.
Interest in ongoing professional development through external professional and technical meetings.

Responsibilities

Provide accurate, efficient, and timely sample receiving information and communications to clients, while proactively proposing improvements to existing processes.
Perform data entry and document management activities for approximately 75% of the role, ensuring high attention to detail and data accuracy in all systems and records.
Correspond with clients primarily via email and by making or receiving approximately 5–12 calls per week to update them on laboratory-related information and sample status.
Monitor client requests and organize the sample receiving process from initial communication through to Laboratory Information Management System (LIMS) login of samples, ensuring all steps are completed accurately.
Verify and document sample information within the Labworks system and other relevant systems, confirming that all client details and sample data are complete and correct.
Obtain confirmation or clarification from customers when information on testing requests or sample submissions is incomplete or unclear before accepting testing requests.
Reach out to clients when information is missing and coordinate with laboratory staff on behalf of clients, primarily via email, to ensure all requirements for testing are met.
Generate unique sample ID numbers in the login systems by following Standard Operating Procedures (SOPs) using LIMS software and SAP, ensuring consistency and traceability.
Verify system-generated information against clients’ sample submission forms and other documentation to ensure accuracy and consistency across all records.
Communicate necessary information to laboratory staff to support a streamlined workflow and to help meet customer expectations and testing requirements.
Generate quotes when directed and verify previous quotes to ensure clients receive accurate pricing information based on their requests and sample submission forms.
Prepare and send sample receipt emails to clients and communicate the login status of submitted samples while adhering to confidentiality policies.
Collaborate with Accounting to confirm quoted client testing prices and client purchase order information, ensuring billing details align with agreed terms.
Coordinate sample shipments to external third-party laboratory services as needed, ensuring proper documentation and tracking.
Provide customer service to current and prospective clients by answering general inquiries about services, turnaround times, and receipt emails, escalating issues to leadership when appropriate.
Consult with the Supervisor and/or Sales and Marketing leadership for responses to complex or sensitive client inquiries as needed.
Maintain organized client files and detailed records of communications in both hard copy and electronic formats, ensuring information is easily accessible and up to date.
Update and maintain the sample log consistently, ensuring all sample movements and statuses are accurately recorded.
Report LIMS issues and data tracking problems to the Supervisor and/or Sales and Marketing leadership to support timely resolution and system reliability.
Contribute to continuous improvement of customer service processes by proposing and helping implement changes that improve service quality, increase performance, reduce costs, or shorten response times.
Obtain and maintain up-to-date knowledge of testing services, including participating in internal and external training opportunities.
Participate in external professional and technical meetings to stay informed about industry developments and best practices.
Support other customer service functions, including sample reporting, as needed to ensure overall team coverage and service continuity.
Perform other duties as assigned by the Supervisor and/or Sales and Marketing leadership to support the broader goals of the customer service and order entry function.

Benefits

Medical/vision insurance (company covers 100% of EE premium and 90% of dependent and HSA- company covers 100% of premium and contributes to HSA every month)
Dental insurance
LTD
FSA
Supplemental insurance
LegalShield/IDShield
401(k)
PTO
13 paid holidays
Partnership with Adidas and Columbia employee store
Bonus (valued at about a month’s salary, paid out for at least 10 years)