Parts Order Entry Specialist

The Baker Company•Sanford, ME

1d•$22 - $25

About The Position

The Parts Order Entry Specialist is responsible for accurate, timely entry and processing of customer parts orders. The role reviews purchase orders and related documentation, verifies order details, and coordinates with customers, sales representatives, and internal departments to resolve missing, unclear, or conflicting information. It supports correct order processing, timely fulfillment, and a positive customer experience. The specialist maintains customer, order, and communication records in the company’s ERP and CRM systems; communicates order acknowledgments and status; processes order changes and cancellations; and follows established procedures for data accuracy, document control, and record retention. The role also contributes to customer service and process improvement using Lean tools and concepts to identify and eliminate waste and address root causes. Other relevant duties may be assigned by the supervisor and/or manager.

Requirements

Strong attention to detail and commitment to data accuracy.
Strong organizational and time-management skills.
Clear written and verbal communication skills.
Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.
Ability to review detailed purchase orders and identify missing or inconsistent information.
Ability to manage multiple priorities and meet processing deadlines.
Ability to work independently while collaborating effectively with customers and internal departments.
Ability to remain accurate and organized in a fast-paced environment.

Nice To Haves

Associate’s degree in business, supply chain, or a related field.
Previous experience in order entry, customer service, parts administration, or a similar administrative role.
Experience working in a manufacturing environment.
Experience using an ERP or order-management system; Epicor ERP experience is a plus.

Responsibilities

Enter customer parts orders accurately and efficiently into the company’s ERP system.
Review customer purchase orders and related documentation for completeness and accuracy.
Verify customer information, part numbers, descriptions, quantities, pricing, shipping addresses, requested delivery dates, freight terms, and payment terms.
Identify missing, unclear, or conflicting order information and coordinate with customers, sales representatives, and internal departments to obtain clarification.
Confirm that pricing and terms align with quotations, contracts, and established customer agreements.
Provide order acknowledgments and communicate relevant order information to customers and sales representatives.
Process order changes, cancellations, and other updates accurately and promptly.
Maintain accurate customer, order, and communication records in ERP and CRM systems.
Monitor assigned orders and follow up on outstanding information that may delay processing.
Coordinate with Planning, Purchasing, Engineering, Finance, Shipping, and other departments to support accurate and timely fulfillment.
Respond to customer and internal inquiries about parts orders, order status, pricing, and availability.
Escalate pricing discrepancies, credit issues, delivery concerns, and other exceptions to the appropriate department.
Follow procedures for parts order entry, document control, data accuracy, and record retention.
Protect customer and company information and maintain appropriate confidentiality.
Participate in individual and team improvement activities related to parts order processing, technical support, and customer service.
Focus on getting work right to help ensure customer satisfaction.
Use Lean tools and concepts to identify and eliminate waste, address root causes, and improve the flow of information and material.
Perform other relevant duties as assigned by the supervisor and/or manager.