Order Entry Specialist

Job Title:

Order Entry Specialist

Job Description

The Order Entry Specialist works in a collaborative corporate office environment, processing and managing customer orders from entry through completion. This role combines data entry, customer service, and cross-functional coordination with sales, design, production, and logistics teams to ensure orders are accurate, timely, and aligned with customer needs. The position requires strong communication, attention to detail, and the ability to manage a fragmented workflow while identifying opportunities to improve processes.

Responsibilities

+ Process customer orders and complete accurate order entry in the company's ERP system, including Net Suite.

+ Accept, review, and input orders into the ERP system, ensuring all required information is complete and correct.

+ Manage the entire back-end process of orders, monitoring status and resolving issues as they arise.

+ Reach out to customers to clarify order details when information is missing, incomplete, or potentially incorrect.

+ Clearly and concisely explain order details, product information, and process steps to customers to ensure mutual understanding.

+ Work closely with Sales Representatives on customer outreach programs and provide ongoing sales support.

+ Answer customer questions about orders and products via phone, webchat, and other communication channels.

+ Partner with the design and production teams on custom sign requests, gathering and entering all necessary specifications to meet customer needs.

+ Perform data entry and administrative tasks related to order processing, inventory, and purchase orders.

+ Assist the Sales Department with additional duties as assigned, supporting team goals and customer satisfaction.

+ Contribute creative ideas and solutions to improve order processing workflows and departmental procedures.

+ Use critical thinking skills to handle tasks that do not have clear-cut processes, making sound decisions and escalating when appropriate.

+ Multi-task effectively in a fragmented workflow, switching between tasks without losing track of details or progress.

+ Provide occasional receptionist support, such as answering phones and directing inquiries, when needed by the team.

+ Maintain punctuality and consistent attendance to support team coverage and prevent gaps in order processing.

+ Approach repetitive and detailed tasks with a positive outlook, focusing on quality and continuous improvement.

+ Collaborate with a small, friendly team, contributing to a supportive, engaging, and humorous work culture.

Essential Skills

+ 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 complex or incomplete information clearly and concisely.

+ Previous customer service experience or a strong customer service mentality.

+ Ability to multi-task and manage a fragmented workflow, switching between tasks without confusion.

+ Ability to learn new software systems quickly, including ERP platforms.

+ Familiarity with Microsoft Office Suite, including Microsoft Excel.

+ Customer service orientation and comfort communicating via phone and webchat.

+ Strong critical thinking skills and adaptability when handling tasks that are not black and white.

+ Reliable punctuality and good attendance to support team operations.

+ Positive, friendly, and self-motivated attitude, even when performing repetitive or tedious tasks.

Additional

Skills & Qualifications

+ Experience working with ERP systems, such as Net Suite or SAP.

+ Background in order processing, sales support, logistics, call center, or inventory-related roles.

+ Experience handling purchase orders and supporting sales departments.

+ Comfort working in a small team environment and contributing to a collaborative culture.

+ Ability to identify areas for process improvement and propose creative solutions.

+ Interest in or appreciation for gaming, comics, creative arts, or similar hobbies, aligning with the team's culture (not required but a cultural plus).

Work Environment

This is a full-time, in-office position based in a corporate office environment and is not eligible for remote work. The role follows a Monday through Friday schedule, with an 8-hour shift between 6:00 a.m. and 4:00 p.m. You will work closely with a small team of approximately eight colleagues who value collaboration, friendliness, and team bonding. The team culture is relaxed, laid-back, and supportive, with a strong emphasis on doing quality work, showing up on time, and contributing to shared goals.

Many team members have long tenures and enjoy a workplace where people are reasonable, friendly, and genuinely want the best for each other. The environment is characterized by a "nerdy" and artistic culture, with gamers, Dungeons & Dragons players, comic book readers, painters, writers, and musicians, and a shared appreciation for lighthearted humor and "dad jokes." The office offers small-business…