Order Entry Specialist

Position Summary:

The Data Entry and Order Intake Specialist is responsible for accurately receiving, entering, processing, and maintaining customer orders and related information in company systems. This role serves as an important link between customers, sales, inventory, shipping, billing, and internal operations teams. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining accuracy and timely communication.

Key Responsibilities

• Receive and review customer orders through email, phone, online portals, or electronic data interchange (EDI).
• Enter orders accurately into the company’s ERP, CRM, or order management system.
• Verify product details, quantities, pricing, customer information, shipping addresses, and requested delivery dates.
• Confirm order details and availability with customers, sales representatives, and internal departments.
• Identify and resolve discrepancies, missing information, duplicate orders, or pricing issues.
• Coordinate with inventory, warehouse, logistics, and purchasing teams to support timely order fulfillment.
• Monitor order status and communicate updates, delays, changes, or backorders to customers and internal stakeholders.
• Process order changes, cancellations, returns, credits, and replacements according to company procedures.
• Prepare order confirmations, reports, invoices, shipping documents, and other required documentation.
• Respond to customer and internal inquiries in a professional and timely manner.
• Follow company policies regarding confidentiality, data security, and order processing.
• Assist with process improvements and other administrative or operational duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Strong attention to detail and accuracy.
• Experience using ERP, CRM, inventory management, or order entry software.
• Strong written and verbal communication skills.
• Ability to organize work, prioritize tasks, and meet deadlines.
• Ability to work independently and collaboratively in a fast-paced environment.
• Professional and customer-focused approach.

Preferred Qualifications

• Experience with EDI systems or online customer ordering portals.
• Previous experience in data entry, order processing, customer service, administrative support, or a related field.
• Experience in distribution, manufacturing, wholesale, retail, or logistics.
• Familiarity with inventory control, shipping procedures, and order fulfillment processes.
• Experience processing returns, credits, or purchase orders.
• Knowledge of basic billing, invoicing, and pricing procedures.

Core Competencies

• Data accuracy and attention to detail
• Organization and time management
• Customer service
• Problem-solving
• Communication
• Reliability and accountability
• Ability to handle confidential information
• Adaptability and teamwork

Physical and Work Requirements

• Ability to work for extended periods at a computer.
• Ability to perform repetitive data entry and clerical tasks.
• Ability to work standard business hours, with occasional overtime as needed.