Order Entry Specialist

Aston Carter•Village of Spring Valley, NY

2d•$20 - $30•Onsite

About The Position

The Order Entry Specialist provides administrative and clerical support by accurately processing customer orders in the system, preparing and issuing quotes using the quoting platform, and resolving customer inquiries and complaints. This role ensures all documentation is complete and correct so that products are delivered on time and customers receive a high level of service.

Requirements

1-2 years of clerical or customer service experience.
Proficiency in order entry processes and systems.
Strong customer service skills with the ability to handle inquiries and resolve complaints professionally.
Experience providing administrative and clerical support in a fast-paced environment.
Ability to work with Microsoft applications (such as Word, Excel, and Outlook) for daily tasks and documentation.
Excellent attention to detail to ensure accuracy of orders, quotes, and paperwork.
Strong verbal and written communication skills for interacting with customers, sales representatives, and vendors.
Ability to manage multiple tasks and prioritize rush orders and time-sensitive requests.
Organizational skills to track ship dates, backorders, returns, and service calls effectively.

Nice To Haves

Experience in a role focused on order entry and customer support.
Experience in administrative or clerical positions supporting sales or operations teams.
Comfort working with quoting systems and learning new software tools.
Ability to build positive working relationships with internal teams and external customers.
Interest in taking on additional responsibilities as the organization grows.
Strong problem-solving skills to evaluate return and damage situations and determine appropriate resolutions.

Responsibilities

Process customer orders accurately and efficiently in the order entry system.
Prepare and provide customer quotes using the designated quoting system.
Review special order notes daily, including rush orders, delivery dates, and stock requirements, and ensure all related instructions are followed.
Handle rush orders by contacting vendors the same day to obtain status updates and communicating those updates to the sales representative within 24 hours.
Confirm orders within 24 hours of entry to ensure accuracy and timely processing.
Obtain ship dates within two days of order entry and record them in the system.
Update shipment tracking information within 24–48 hours of the ship date so internal teams and customers have current status information.
Monitor backorders and notify the sales representative within two days of the order when backorder situations arise.
Schedule and set up service calls as needed to support customers and internal teams.
Maintain clear and consistent communication with sales representatives and customers regarding order status, issues, and resolutions.
Schedule startup or demo appointments directly with end users to ensure successful product implementation.
Evaluate returns and damages, determine appropriate next steps, and create return authorizations (RA) when needed.
Ensure all paperwork and electronic records are accurate, complete, and properly filed to support on-time delivery and excellent customer service.
Provide general administrative and clerical support to the team as needed.