Job Summary

The Order Entry Admin is responsible for accurately entering, maintaining, and supporting customer orders from receipt through fulfillment. This role serves as a key point of contact for customers and internal teams, ensuring order details are complete, updates are handled timely, and customer inquiries are addressed professionally. The position works closely with Shipping, Production, Warehouse, Logistics, and Order Entry teams to support order prioritization, fulfillment timelines, return processing, and a high level of customer service.

Essential Job Functions

• Work closely with Shipping, Production, and Warehouse teams to support order prioritization, fulfillment timelines, and a high level of customer service.
• Enter and maintain customer orders in the company’s order processing system, ensuring all details, including shipping method, special markings, and specifications, are complete and correct.
• Review and verify order information, making updates or changes to existing orders as needed to support accurate and timely fulfillment.
• Create shop orders and purchase requisitions as required to fulfill customer orders
• Serve as a point of contact for customers, providing order status updates, tracking information, and parts availability via phone and email.
• Complete regular rotations in the warehouse, generating invoices & pick lists for daily orders including required documents based on customer requests
• Provide backup support for the phone system as needed.
• Monitor the RMA inbox and prioritize processing return requests, entering replacement orders as needed to resolve issues such as mis-shipments, damages or shortages.
• Perform other Order Entry and Logistics activities as required.

Requirements

• Exceptional attention to detail with a proven ability to enter and verify high volumes of data accurately while minimizing errors.
• Strong organizational and time management skills, with the ability to prioritize competing tasks, adapt to shifting priorities, provide backup support, and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills, with a customer-focused approach to resolving issues, managing expectations, and interacting professionally with internal teams and external customers.
• Effective cross-functional collaboration skills, working with Sales, Shipping, Production, and Warehouse teams to ensure timely and accurate order fulfillment.
• Problem-solving and critical thinking ability, with a proactive approach to identifying discrepancies, resolving order issues, and preventing downstream errors.
• Ability to manage complex order scenarios, including changes, cancellations, backorders, and expedited requests.
• Proficiency with order processing systems, Microsoft Office, and general computer applications; ERP experience preferred.
• Basic understanding of shipping processes, delivery terms, and shipping services; international shipping experience preferred.
• Ability to handle customer and order information with professionalism, accuracy, and appropriate confidentiality.
• Ability to identify process inefficiencies and suggest practical improvements.

Education and Experience

• High school diploma or equivalent
• Minimum of two years’ experience in order entry/customer service

Physical Requirements

• Required to wear PPE as needed

Physical Demands (reasonable accommodations may be made, if necessary):

Stand / walk - Frequently

Sit - Continuously

Climb / Crawl– N/A

Squat or Kneel - Occasionally

Bend - Occasionally

Fine Manipulation - Occasionally

Reach Outward - Occasionally

Reach Above Shoulder - Occasionally

Drive - Occasionally

Lift /Carry/push/pull up to 50 lbs - Occasionally

N/A (Not Applicable) - Activity is not applicable to this occupation

Occasionally - Occupation requires this activity up to 33% of the time (.25 - 2.5 hrs/day)

Frequently - Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs/day)

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.