Order Entry Specialist at Industrial Physics Inc – New Albany, Indiana

The Order Entry Specialist is responsible for ensuring accurate and timely entry of customer orders into the company’s ERP systems. This role plays a critical part in maintaining order integrity, validating compliance with requirements, and coordinating with internal teams to resolve discrepancies. High attention to detail and strong organizational skills are essential to deliver a seamless order management process and support overall customer satisfaction.

This position is open only to candidates who are legally authorized to work in the United States without the need for employer sponsorship, now or in the future. We do not offer visa sponsorship for this position.

Key Responsibilities

Order Validation & Compliance

• Validate that all order requirements are met prior to entry.

• Ensure any exceptions have proper approvals attached before processing.

Order Processing

• Enter orders accurately into ERP systems.

• Maintain data integrity and adhere to established order management processes.

Issue Resolution & Coordination

• Collaborate with Customer Success Key Account Success Managers (KASM) and Customer Success Managers (CSM) to resolve discrepancies.

• Escalate issues promptly to ensure timely resolution and positive customer experience.

Order Status Monitoring

• Track orders through the fulfilment process and update internal teams or customers on status changes.

• Coordinate with logistics teams to confirm delivery schedules and resolve shipping issues.

Documentation & Compliance

• Maintain accurate records of orders, approvals, and related documentation.

• Support internal and external audits by providing accurate order records.

Reporting & Continuous Improvement

• Generate daily or weekly reports on order entry volumes, accuracy, and turnaround times.

• Identify process gaps and suggest improvements to enhance efficiency and accuracy.

Skills & Experience

• Accuracy & Attention to Detail: Exceptional focus on precision in data entry and documentation.

• Technical Proficiency: Familiarity with ERP/CRM systems and order management processes.

• Process Knowledge: Basic understanding of purchase order requirements, Incoterms, and logistics workflows.

• Communication: Ability to work effectively with internal teams to resolve issues quickly.

• Experience: Previous experience in order entry, data processing, or administrative support preferred.

Key Performance Metrics

• Productivity and turnaround time for order entry.

• Order accuracy and compliance with requirements.

• Timely resolution of discrepancies and exceptions.

• Reporting accuracy and contribution to process improvements.