Job Title: Order Entry Specialist

Job Description

The Order Entry Specialist works in a collaborative corporate office environment as part of a small, close-knit team. This role manages the full back-end order process, from accepting and entering orders into the ERP system to coordinating with sales, design, production, and customers to ensure accuracy and clarity. The position combines order entry, customer support, and administrative tasks, requiring strong communication skills, attention to detail, and the ability to learn new systems quickly. The ideal candidate enjoys working in a friendly, laid-back, and highly engaged team culture while consistently delivering reliable and accurate work.

Responsibilities

• Process customer orders accurately and efficiently, including complete order entry into the ERP system.
• Accept and input orders into NetSuite and other ERP tools as needed.
• Work closely with Sales Representatives on customer outreach programs using HubSpot and related tools.
• Answer customer questions about orders or products via phone, webchat, and email, typically handling 20–30 calls per day.
• Manage the entire back-end process of orders, including reviewing details, identifying issues, and resolving discrepancies.
• Reach out to customers to clarify order details and ensure mutual understanding when issues or questions arise.
• Collaborate with the design and production teams on custom sign requests, providing accurate administrative and data entry support.
• Extrapolate from incomplete information to resolve order issues and provide clear explanations to customers and internal teams.
• Develop and propose creative solutions to improve order processing workflows and department processes.
• Assist the Sales Department with additional tasks and projects as assigned, including sales support and logistics-related activities.
• Perform data entry tasks with high accuracy, including purchase orders, inventory-related information, and customer records.
• Provide chat and call support in a call center–style environment, ensuring a customer service–oriented approach at all times.
• Perform occasional receptionist duties for the team, such as answering phones and greeting visitors as needed.
• Use Microsoft Excel and Microsoft Office applications to track, update, and report on orders and related information.
• Maintain a positive, professional, and friendly demeanor with customers and colleagues, even when handling repetitive or complex tasks.
• Multi-task effectively in a fragmented workflow, switching between tasks frequently without losing track of progress.
• Communicate clearly and concisely in both written and verbal form to ensure smooth coordination between customers, sales, design, production, and other internal teams.
• Apply critical thinking and adaptability when handling tasks that are not strictly defined or that fall into gray areas.
• Demonstrate punctuality and strong attendance to support consistent coverage and team reliability.

Essential Skills

• Excellent written and verbal communication skills, with the ability to clearly and concisely explain information to customers and internal teams.
• Strong customer service skills and a customer service–oriented mindset, with previous customer service experience preferred.
• High attention to detail and accuracy in order entry, data entry, and documentation.
• Ability to multi-task effectively in a fragmented workflow and switch between tasks without losing focus or accuracy.
• Strong initiative to identify solutions and areas for process improvement.
• Ability to learn new software systems quickly, including ERP platforms and customer outreach tools.
• Familiarity with Microsoft Office Suite, including Microsoft Excel.
• Experience with ERP systems, such as NetSuite or SAP, is highly beneficial.
• Comfort handling phone, webchat, and email communications in a fast-paced environment.
• Adaptability and critical thinking skills to handle tasks that are not always clearly defined.
• Consistent punctuality and reliable attendance.
• Positive, friendly, and self-motivated attitude, even when performing repetitive or tedious tasks.
• Ability to support order processing, order entry, and order-related customer service in a call center–style setting.

Additional Skills & Qualifications

• Experience with NetSuite as an ERP system.
• Experience with HubSpot or similar customer outreach and CRM tools.
• Experience with SAP or other ERP platforms.
• Past experience in order entry, order processing, and sales support.