Order Entry Specialist

Order Entry Specialist

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.

• Process customer orders and complete accurate order entry into the ERP system, including Net Suite.
• 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.

• 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 Net Suite 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.

• Experience with ERP systems such as Net Suite 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…