Data Entry Clerk, Wholesale

Heritage Grocers Group Data Entry Clerk

At Heritage Grocers Group, how we work is defined by shared values that include absolute integrity, respect, and collaboration. However, it's more than that; it's smart and highly driven people united in purpose to serve one another. Bring your energy and unique perspective and you'll have the opportunity to grow with us professionally, personally, and financially. You'll be part of a team that genuinely cares about helping you succeed, and you'll work alongside talented colleagues, while making a difference in our communities.

Position Summary

The Data Entry Clerk supports the La Bodega Wholesale team by accurately entering, maintaining, and verifying customer orders, pricing, product information, and related sales data. This role partners closely with Stores, Sales, Customer Service, Purchasing, Warehouse Operations, and Transportation to help ensure timely order processing, accurate records, and responsive support for internal and external customers.

Essential Duties and Responsibilities

The essential duties and responsibilities of this position include, but are not limited to, the following:

• Enter, update, verify, manage, and approve daily purchase orders from the store ordering portal for assigned departments, ensuring order information is accurate and complete.
• Provide SKU changes, updates, and item maintenance information to the ordering portal, including customer, item, pricing, promotional, and delivery data needed for wholesale grocery accounts.
• Review source documents, emails, reports, portal activity, and order requests to confirm accuracy before entering, approving, or updating information.
• Serve as a daily point of contact for Buyers, Store Operations, Warehouse Operations, Sales, Customer Service, and Transportation to manage shorts, outs, substitutions, order flow, delivery schedules, customer requests, and issue resolution.
• Partner weekly with Buyers, Store Operations, and Warehouse Operations to discuss store ads, inventory issues and needs, product distributions, and upcoming order requirements.
• Identify and correct data entry errors or escalate discrepancies related to item numbers, quantities, pricing, customer accounts, shorts, outs, substitutions, portal orders, or product availability.
• Analyze, prepare, maintain, and distribute portal ordering adherence reports, customer service performance reports, order logs, exception reports, and other appropriate supply chain performance metrics, including service level goals and capacity utilization.
• Maintain organized electronic and paper records in accordance with department procedures and company recordkeeping standards.
• Provide professional and timely communication to internal teams and customers regarding order status, product availability, pricing questions, substitutions, and documentation needs.
• Assist with ad, promotion, seasonal, and special-order activity by entering, validating, and coordinating related sales and item data.
• Carry out duties and responsibilities in a positive, cooperative, accurate, and service-focused manner; support others, team goals, continuous improvement, and remain flexible with daily tasks as issues occur.

Skills/Qualifications

• High School Diploma or GED required.
• 1-2 years of data entry, order entry, sales support, customer service, or administrative experience preferred.
• Experience in wholesale, grocery, food distribution, retail, logistics, or a distribution center environment preferred.
• Proficient computer skills, including Microsoft Excel, Outlook, and data/order entry systems; ERP or order management system experience preferred.
• Strong attention to detail with the ability to enter, review, and verify high volumes of information accurately.
• Ability to read, understand, and compare order forms, item lists, pricing files, sales reports, and customer account information.
• Effective verbal and written communication skills with a customer service mindset.
• Strong organizational skills with the ability to prioritize tasks, meet deadlines, and follow up on pending items.
• Ability to work collaboratively with Sales, Customer Service, Purchasing, Warehouse Operations, and Transportation teams.
• Ability to adapt to changing priorities, customer needs, and time-sensitive order activity.

Physical Demands and Work Conditions

• The work environment is typical of a distribution center.
• While performing the duties of this job, the employee is regularly required to sit, stand, and use the hands to handle objects, tools, or controls.
• Lifting, pushing, pulling, and/or carrying up to 25 lbs.
• Must be flexible with work schedule that supports a 24-hour production facility.
• Successful performance requires vision abilities that include close vision and the ability to adjust focus.
• The noise level ranges from quiet to loud.
• Exposure to extreme temperature changes, moisture, noise, odors, and moving equipment.

IMPORTANT DISCLAIMER NOTICE The job duties, elements, responsibilities, skills, functions, experience, educational factors, and the requirements and conditions listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to perform. The Employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business or the work environment change.