Order Entry Specialist

Job Description

Job Description

Job Title: Order Entry Specialist

Job Description

The Order Entry Specialist provides administrative and clerical support by accurately processing customer orders in the system, preparing and issuing quotes using the quoting platform, and resolving customer inquiries and complaints. This role ensures all documentation is complete and correct so that products are delivered on time and customers receive a high level of service.

Responsibilities

• Process customer orders accurately and efficiently in the order entry system.
• Prepare and provide customer quotes using the designated quoting system.
• Review special order notes daily, including rush orders, delivery dates, and stock requirements, and ensure all related instructions are followed.
• Handle rush orders by contacting vendors the same day to obtain status updates and communicating those updates to the sales representative within 24 hours.
• Confirm orders within 24 hours of entry to ensure accuracy and timely processing.
• Obtain ship dates within two days of order entry and record them in the system.
• Update shipment tracking information within 24–48 hours of the ship date so internal teams and customers have current status information.
• Monitor backorders and notify the sales representative within two days of the order when backorder situations arise.
• Schedule and set up service calls as needed to support customers and internal teams.
• Maintain clear and consistent communication with sales representatives and customers regarding order status, issues, and resolutions.
• Schedule startup or demo appointments directly with end users to ensure successful product implementation.
• Evaluate returns and damages, determine appropriate next steps, and create return authorizations (RA) when needed.
• Ensure all paperwork and electronic records are accurate, complete, and properly filed to support on-time delivery and excellent customer service.
• Provide general administrative and clerical support to the team as needed.

Essential Skills

• 1-2 years of clerical or customer service experience.
• Proficiency in order entry processes and systems.
• Strong customer service skills with the ability to handle inquiries and resolve complaints professionally.
• Experience providing administrative and clerical support in a fast-paced environment.
• Ability to work with Microsoft applications (such as Word, Excel, and Outlook) for daily tasks and documentation.
• Excellent attention to detail to ensure accuracy of orders, quotes, and paperwork.
• Strong verbal and written communication skills for interacting with customers, sales representatives, and vendors.
• Ability to manage multiple tasks and prioritize rush orders and time-sensitive requests.
• Organizational skills to track ship dates, backorders, returns, and service calls effectively.

Additional Skills & Qualifications

• Experience in a role focused on order entry and customer support.
• Experience in administrative or clerical positions supporting sales or operations teams.
• Comfort working with quoting systems and learning new software tools.
• Ability to build positive working relationships with internal teams and external customers.
• Interest in taking on additional responsibilities as the organization grows.
• Strong problem-solving skills to evaluate return and damage situations and determine appropriate resolutions.

Work Environment

This position follows a daytime schedule from Monday to Thursday, 9:00 AM to 6:00 PM, and Friday, 9:00 AM to 1:00 PM. The role is based in an office environment that offers a cafeteria on site and a collaborative, team-oriented atmosphere with team events. The organization is growing and provides promotional opportunities and room to take on more responsibilities. Work is primarily performed using computers and Microsoft applications, with regular interaction with sales representatives, vendors, and customers.

This is a Contract to Hire position based out of Spring Valley, NY.

The pay range for this position is $20.00 - $30.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Spring Valley,NY.

This position is anticipated to close on Aug 18, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.