Order Entry Specialist

Aston Carter•Lodi, CA

4d•$23 - $23•Onsite

About The Position

The Order Entry Specialist will be responsible for maintaining accurate order backlogs, supporting and monitoring margins, and responding promptly to customer inquiries. This role requires collaboration with all departments to maintain strong internal working relationships and applying company policies throughout the quote and order entry process. The specialist will monitor team workload to ensure timely completion of tasks, use pricing modules to prepare accurate quotes, and develop a strong rapport with a national customer base. Key duties include reviewing customer requests, preparing quotes, following up on quote outcomes, receiving and entering customer orders, coordinating shipping details, and troubleshooting customer issues. The role also involves performing data entry and clerical tasks, supporting order fulfillment, providing customer service, and maintaining excellent phone etiquette in a high-volume environment.

Requirements

Strong computer skills with emphasis on Microsoft Excel and the Microsoft Office suite.
Ability to perform accurate and efficient data entry and order processing.
Strong organizational skills and attention to detail.
Ability to multitask effectively in a fast-paced environment.
Exceptional oral and written communication skills.
Excellent phone etiquette and customer service orientation.
Ability to review customer requests and prepare clear, accurate quotes.
Capability to coordinate shipping and order fulfillment to meet customer expectations.
Basic math skills, including some familiarity with geometrical functions.
Mechanical aptitude and the ability to understand basic product and service concepts.
Ability to read and interpret basic blueprints is desired but not required.
Experience or comfort working with ERP systems is useful but not required.
Good organizational and problem-solving skills.
Ability to work collaboratively with Production Control, Manufacturing, Purchasing, Engineering, and Accounting.
Ability to manage multiple customer interactions via phone, email, and other channels.
High school diploma or equivalent, or comparable related experience.
Ability to perform each essential duty satisfactorily, with or without reasonable accommodation.

Nice To Haves

Previous experience with ERP systems is beneficial but not required.
Dispatch experience is preferred but not required.
Experience in customer service, call center, or sales support environments is advantageous.
Familiarity with order entry, order processing, order fulfillment, and inventory processes.
Experience working with lead times, purchase orders, and shipping coordination.
Comfort using RF scanners and handling mail sorting or clerical tasks.
College degree, community college coursework, or online classes and certificates are a plus but not required.
Ability to develop in-depth knowledge of all products and services offered.
Enthusiasm, self-confidence, and a positive attitude in daily work.
Customer service–oriented mindset with a focus on building strong relationships.
Ability to adapt to new systems and processes and commit to ongoing learning.

Responsibilities

Maintain accurate order backlogs, including correct dates and up-to-date status information.
Support and monitor margins by product group to help ensure accurate pricing and profitability.
Respond promptly to customer inquiries, address complaints, and nurture positive customer relationships.
Collaborate effectively with all departments to maintain strong internal working relationships.
Apply and reinforce company policies and procedures throughout the quote and order entry process.
Monitor team workload to help ensure timely completion of order entry and related tasks.
Use pricing modules to prepare accurate and competitive quotes for customers.
Develop a strong working rapport with a national customer base through professional and courteous service.
Work strategically with customers, peers, and leadership to meet business and customer objectives.
Review customer requests and prepare quotes that clearly match customer requirements.
Follow up via email and phone to determine whether quotes have been won or lost and document outcomes.
Receive, verify, and accurately enter customer orders into the appropriate systems.
Coordinate shipping details to meet customer expectations and required delivery timelines.
Partner closely with Production Control, Manufacturing, Purchasing, Engineering, and Accounting throughout all phases of quoting and order processing.
Review, troubleshoot, and resolve customer issues that may arise during the order lifecycle.
Demonstrate commitment to daily learning, continuous improvement, and consistent effort in all tasks.
Perform data entry and clerical tasks related to order processing, inventory, and purchase orders.
Support order fulfillment activities, including lead time communication and status updates.
Provide customer service and sales support via phone, email, and other communication channels.
Utilize Microsoft Excel and Microsoft Office for data entry, reporting, and communication.
Handle mail sorting and related administrative tasks as needed.
Maintain excellent phone etiquette and a customer service–oriented approach in call center or high-volume contact environments.