Order Entry Specialist

Aston Carter•Beaverton, OR

4d•$20 - $22•Onsite

About The Position

The Order Entry Specialist works in a collaborative corporate office environment, supporting sales, design, and production teams by accurately processing and managing customer orders. This role focuses on order entry, customer communication, and back-end order workflow, blending administrative and data entry tasks with problem-solving and process improvement. You serve as a key point of contact for customers and internal teams to ensure orders are accurate, issues are resolved quickly, and information flows smoothly throughout the organization.

Requirements

Strong order entry and data entry skills with a focus on accuracy and attention to detail.
Excellent written and verbal communication skills, with the ability to explain information clearly and concisely.
Customer service experience or a strong customer service mentality, including comfort handling questions and resolving issues.
Ability to multi-task and switch between fragmented workflows and multiple tasks without losing focus or making errors.
Ability to learn new software systems quickly, including ERP platforms and internal tools.
Familiarity with Microsoft Office Suite, including Microsoft Excel, for everyday office and data tasks.
Comfort working within ERP systems; experience with NetSuite or SAP is highly valuable.
Strong critical thinking skills and adaptability to handle tasks that do not have black-and-white instructions.
Positive, friendly, and self-motivated attitude, with a willingness to take initiative and find solutions.
Great attention to detail in order processing, documentation, and customer communication.
Reliability in punctuality and attendance to support a small, interdependent team.
Ability to maintain a positive outlook even when performing repetitive or tedious tasks.

Nice To Haves

Experience with ERP systems such as NetSuite or SAP, particularly in order entry or order processing.
Background in customer service, call center, logistics, sales support, or inventory-related roles.
Familiarity with purchase order processing and basic inventory tracking within an office or ERP environment.
Experience working in a small team environment where collaboration and communication are essential.
Comfort interacting with creative and technical teams, such as design and production, to support custom product requests.
Interest in process improvement and willingness to suggest creative ideas to enhance workflows.
Ability to handle repetitive tasks while maintaining accuracy and a constructive attitude.
Comfort with occasional receptionist responsibilities, such as answering phones and greeting visitors.

Responsibilities

Process customer orders and complete accurate order entry into the ERP system, including NetSuite.
Accept and input orders received from Sales Representatives and customers, ensuring all required information is captured correctly.
Manage the entire back-end process of orders, from initial entry through clarification, updates, and final completion.
Reach out to customers to clarify order details when information is incomplete or issues arise, ensuring mutual understanding and alignment.
Answer customer questions about orders or products via phone, web chat, and email in a professional and customer-focused manner.
Work closely with Sales Representatives on customer outreach programs to support sales initiatives and maintain strong customer relationships.
Collaborate with the design and production teams on custom sign requests, translating customer needs into clear, actionable information.
Perform administrative and data entry tasks to support custom orders and ensure accurate documentation for internal teams.
Assist the Sales Department with additional duties as assigned, providing flexible support across a variety of tasks.
Identify and suggest creative solutions to improve order processing workflows and team processes.
Use critical thinking skills to handle tasks that are not strictly defined, making sound decisions and escalating issues when necessary.
Multi-task effectively, switching between fragmented workflows and different tasks without losing track of details or progress.
Communicate clearly and concisely with customers and colleagues, explaining complex or incomplete information in an understandable way.
Maintain exemplary written and verbal communication standards in all customer and internal interactions.
Provide occasional receptionist support for the team, such as greeting visitors or handling incoming calls, as needed.
Monitor inventory-related information as part of order entry and processing, ensuring accurate records within the ERP system.
Support logistics and sales support functions by coordinating order details, purchase orders, and related documentation.
Demonstrate punctuality and reliable attendance to maintain consistent workflow and prevent gaps in order processing.
Contribute positively to the team culture by engaging with colleagues, participating in team activities, and maintaining a constructive outlook.