Order Entry Coordinator

Join a Professional Lab Environment

You'll play a key role in tracking and managing sample data while building valuable office skills. If you enjoy organized work, working with systems, and being part of a collaborative team—this is a great opportunity to grow your career.

The Order Entry Coordinator accurately manages sample receiving information and client communications, ensuring all data is entered, documented, and processed efficiently and on time. This role focuses heavily on data entry and document management while also serving as a key point of contact for clients, laboratories, and internal teams to support smooth sample processing and exceptional customer service within a scientific environment.

• Provide accurate, efficient, and timely sample receiving information and communications to clients, while proactively proposing improvements to existing processes.
• Perform data entry and document management activities for approximately 75% of the role, ensuring high attention to detail and data accuracy in all systems and records.
• Correspond with clients primarily via email and by making or receiving approximately 5–12 calls per week to update them on laboratory-related information and sample status.
• Monitor client requests and organize the sample receiving process from initial communication through to Laboratory Information Management System (LIMS) login of samples, ensuring all steps are completed accurately.
• Verify and document sample information within the Labworks system and other relevant systems, confirming that all client details and sample data are complete and correct.
• Obtain confirmation or clarification from customers when information on testing requests or sample submissions is incomplete or unclear before accepting testing requests.
• Reach out to clients when information is missing and coordinate with laboratory staff on behalf of clients, primarily via email, to ensure all requirements for testing are met.
• Generate unique sample  in the login systems by following Standard Operating Procedures (SOPs) using LIMS software and SAP, ensuring consistency and traceability.
• Verify system-generated information against clients' sample submission forms and other documentation to ensure accuracy and consistency across all records.
• Communicate necessary information to laboratory staff to support a streamlined workflow and to help meet customer expectations and testing requirements.
• Generate quotes when directed and verify previous quotes to ensure clients receive accurate pricing information based on their requests and sample submission forms.
• Prepare and send sample receipt emails to clients and communicate the login status of submitted samples while adhering to confidentiality policies.
• Collaborate with Accounting to confirm quoted client testing prices and client purchase order information, ensuring billing details align with agreed terms.
• Coordinate sample shipments to external third-party laboratory services as needed, ensuring proper documentation and tracking.
• Provide customer service to current and prospective clients by answering general inquiries about services, turnaround times, and receipt emails, escalating issues to leadership when appropriate.
• Consult with the Supervisor and/or Sales and Marketing leadership for responses to complex or sensitive client inquiries as needed.
• Maintain organized client files and detailed records of communications in both hard copy and electronic formats, ensuring information is easily accessible and up to date.
• Update and maintain the sample log consistently, ensuring all sample movements and statuses are accurately recorded.
• Report LIMS issues and data tracking problems to the Supervisor and/or Sales and Marketing leadership to support timely resolution and system reliability.
• Contribute to continuous improvement of customer service processes by proposing and helping implement changes that improve service quality, increase performance, reduce costs, or shorten response times.
• Obtain and maintain up-to-date knowledge of testing services, including participating in internal and external training opportunities.
• Participate in external…