Order Entry Specialist

Aston Carter•Beaverton, OR

3d•$23 - $26•Onsite

About The Position

The Order Entry Specialist works in a collaborative corporate office environment as part of a small, friendly team. This role is responsible for the entire back-end order process, including order entry, customer communication, and coordination with internal departments to ensure accurate and timely fulfillment. The position blends administrative tasks, data entry, and customer service, and requires someone who communicates clearly, adapts easily, and enjoys improving processes in a dynamic, detail-oriented setting.

Requirements

Strong order entry and data entry experience with a high level of accuracy.
Proven customer service experience or a strong customer service mindset.
Excellent written and verbal communication skills, with the ability to explain information clearly and concisely.
Ability to extrapolate from incomplete information and ensure understanding among customers and colleagues.
Strong multitasking skills, with the ability to switch between fragmented tasks without confusion.
Great attention to detail and a thorough, organized approach to work.
Ability to learn new software systems quickly and apply them effectively in daily tasks.
Familiarity with Microsoft Office Suite, including Microsoft Excel.
Customer service–oriented mindset and comfort handling phone calls, webchat, and email communication.
Adaptability and critical thinking skills to handle tasks that are not always black and white.
Consistent punctuality and good attendance.
Positive, friendly, and self-motivated attitude, even when work is repetitive or process-driven.

Nice To Haves

Experience with NetSuite is highly valued.
Experience with HubSpot or similar customer outreach tools is beneficial.
Background in call center, chat support, or high-volume customer contact environments is an advantage.
Familiarity with logistics, inventory, and sales support processes is helpful.
Experience working with purchase orders and ERP-based order processing is a plus.
Comfort working closely with sales, design, and production teams in a collaborative environment.
Interest in continuous improvement and identifying areas to streamline processes.
Ability to maintain a positive outlook while performing repetitive tasks and explaining the same concepts multiple times in different ways.

Responsibilities

Process customer orders accurately and complete order entry in the company’s ERP system.
Accept and input orders into NetSuite and other ERP platforms as required.
Work closely with Sales Representatives on customer outreach programs using tools such as HubSpot.
Answer customer questions about orders or products via phone, webchat, and email, handling approximately 20–30 calls per day.
Manage the entire back-end process of orders, including reviewing details, identifying issues, and proactively reaching out to customers for clarification when needed.
Collaborate with the design and production teams on custom sign requests, ensuring customer requirements are clearly documented and communicated.
Perform administrative and data entry tasks to support custom and standard orders.
Develop and propose creative solutions to improve order processing workflows and internal procedures.
Assist the Sales Department with additional tasks and projects as assigned.
Provide receptionist support occasionally, such as answering incoming calls and greeting visitors, as needed for the team.
Use Microsoft Office, including Excel, to track orders, update records, and manage related documentation.
Support inventory and logistics coordination related to order processing and fulfillment.
Maintain a high level of accuracy and attention to detail when entering purchase orders and customer information.
Communicate clearly and concisely with customers and internal stakeholders to ensure mutual understanding and smooth order flow.
Switch between tasks efficiently in a fragmented workflow without losing track of progress or details.
Apply critical thinking and adaptability when handling tasks that do not have a clear or predefined process.
Consistently show up on time, maintain good attendance, and reliably complete assigned responsibilities.
Approach repetitive and detailed tasks with a positive attitude, even when cleaning up or correcting existing orders and processes.