Order Entry Coordinator

Job Description

Job Description

Description

Providing sample receiving information and communications accurately, efficiently and in a timely manner to clients, and proposing improvements. - 75% of this role is data entry, document management with a high attention to detail & 15% of this role is corresponding with clients via email and making or receiving approximately 5-12 calls a week from clients or updating their information about labs - Monitors client requests and organizes the receiving process from initial communications to LIMS (Lab information management system) login of samples, verifying and documenting within Labworks system as well. Communication may include obtaining confirmation or clarification of information provided by customers prior to accepting testing requests. Outreach if client info is missing, and communicate with lab for clients (some clients call in, but mainly email correspondence) - Generates a unique sample ID number(s) in the login system(s) following Standard Operating Procedures (SOPs) using Laboratory Information Management System (LIMS) software and SAP system- verifies generated system information against clients’ sample submission forms, and other information for accuracy and consistency. - Communicates necessary information with the lab staff to ensure streamline workflow for meeting customer expectations and requirements. - Generates quotes (when directed), and/or verifies previous quotes to convey accurate price information to the client based on the received request(s) and sample submission forms. - Generates sample receipt emails and communicates with clients about login status of submitted samples while maintaining confidentiality policies. Works with Accounting on quoted client testing pricing and client PO information. - Coordinates sample shipments to external third-party laboratory services as needed. - Provides customer service to current and prospective clients - answers general inquiries about the Company’s services and responds to questions about turnaround times, receipt emails. Escalates and consults with Supervisor and/or Sales and Marketing Manager for responses as needed. - Maintains client files and detailed records of communications via hard copy and/or electronic network locations. Updates and maintains the sample log. - Reports LIMS issues and data tracking issues to Supervisor and/or Sales and Marketing Manager. - Contributes to the continuous improvement of Customer Service processes by proposing and implementing changes for improving customer service quality, increasing customer service performance, reducing cost, or shortening responding time. - Obtains and retains an up-to-date knowledge of testing services. Participates in internal and external training. Participates in external professional and technical meetings. - Supports other customer service roles including sample reporting as needed. - Other duties assigned by Supervisor and/or Sales and Marketing Manager.

Skills

Administrative support, Data entry, Customer service, Microsoft office

Top Skills Details

Administrative support,Data entry,Customer service,Microsoft office

Additional Skills & Qualifications

Highschool diploma and six months to one year office experience (administrator or office coordinator, data entry or cs) ; or equivalent combination of education and experience. Must haves: *** Attention to detail, quality of work, time management - interest in working within a scientific industry · Successful client communication and customer service experience · Administrative work experience · Improvement initiatives · Learning initiatives · Ability to handle deadlines · High emotional Intelligence · Good cultural awareness and communication with people who have diverse backgrounds · Experienced user of MS Office and Adobe Acrobat

Experience Level

Entry Level

This is a Contract position based out of Portland, OR.

The pay range for this position is $20.00 - $20.00/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 Portland,OR.

This position is anticipated to close on Jul 8, 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.