Order Entry Specialist

Job Title:
Order Entry Specialist

Job Description

The Order Entry Specialist accurately processes customer orders, prepares quotes, and supports account management activities while delivering a high level of customer service. This role involves working extensively with ERP systems, including SAP, to enter and manage orders, generate return authorizations, and maintain clear communication with customers and internal stakeholders. The position begins with in-office training and then transitions to a fully remote, long-term, contract-to-hire opportunity within a supportive and collaborative culture.

Responsibilities

• Generate accurate customer quotes by reviewing part numbers provided by customers or Account Managers, querying manufacturers, and preparing clear price and delivery information in an acceptable format.
• Receive and manage orders via telephone, email, and EDI/web platforms, ensuring all required information is complete and accurate.
• Enter customer orders into the business system (SAP) and verify that all data matches supporting documents and customer requirements.
• Maintain up-to-date order status and proactively communicate updates, changes, or issues to customers and Account Managers.
• Cue orders for materials purchasing in alignment with internal procedures, including contract review requirements under the 6.1 Contract Review procedure.
• Review customer quality requirements, technical requests, and product availability to ensure orders comply with established standards and policies.
• Generate return authorizations for credit in accordance with the 7.1.4 Returns Policy, ensuring proper documentation and timely processing.
• Manage customer expectations in alignment with the customer segmentation plan, balancing service levels with operational capabilities.
• Provide project support as requested by the supervisor, contributing to process improvements and special initiatives.
• Cross-reference and match data such as part numbers, product descriptions, and customer information to ensure accuracy in order entry and fulfillment.
• Support order fulfillment activities by coordinating information between customers, Account Managers, and internal teams.
• Utilize ERP systems, including SAP, and Microsoft Office tools such as Excel to manage, track, and report on orders and related activities.
• Demonstrate excellent communication etiquette in all interactions, ensuring clear, professional, and customer-focused correspondence.
• Collaborate effectively with team members to maintain a high standard of teamwork, integrity, and quality of work.
• Maintain excellent attendance and reliability, particularly during the initial training period and while working in a remote or hybrid environment.

Essential Skills

• High level of attention to detail with the ability to thoroughly review detailed documents and ensure data accuracy.
• Technical proficiency and the ability to quickly learn and navigate different software platforms, including ERP systems such as SAP.
• Proficiency with Microsoft Office, including strong skills in Microsoft Excel.
• Experience with order entry, order processing, and purchase order handling in a business or customer service environment.
• Ability to manage order fulfillment processes, including data matching and cross-referencing of part numbers and customer information.
• Strong organizational skills with the ability to prioritize and multitask while working with a sense of urgency.
• Excellent communication etiquette, both written and verbal, with a customer service oriented mindset.
• Ability to learn quickly, be coachable, and respond positively to constructive feedback and redirection.
• Comfort and productivity in a remote or hybrid work environment.
• Demonstrated teamwork, integrity, and commitment to high quality of work.
• Consistent and reliable attendance, especially during training and early onboarding.
• Technology-savvy with the ability to explain actions, reasoning, and progress clearly while working in digital systems.

Additional Skills & Qualifications

• Previous experience working with SAP or other ERP systems in an order entry or order processing role.
• BG in customer service, order fulfillment, or account support functions.
• Experience handling EDI/web orders and integrating them into ERP systems.
• Familiarity with returns processing and credit authorization procedures.
• Ability to clearly articulate what you are doing and why, demonstrating understanding of processes and systems.
• Strong customer-focused mindset with the ability to manage expectations and build…