Order Entry Specialist

Order Entry Specialist

The Order Entry Specialist works in a collaborative corporate office environment as part of a small, close-knit team. This role manages the full back-end order process, from accepting and entering orders into the ERP system to coordinating with sales, design, production, and customers to ensure accuracy and clarity. The position combines order entry, customer support, and administrative tasks, requiring strong communication skills, attention to detail, and the ability to learn new systems quickly. The ideal candidate enjoys working in a friendly, laid-back, and highly engaged team culture while consistently delivering reliable and accurate work.

Responsibilities

• Process customer orders accurately and efficiently, including complete order entry into the ERP system.
• Accept and input orders into NetSuite and other ERP tools as needed.
• Work closely with Sales Representatives on customer outreach programs using HubSpot and related tools.
• Answer customer questions about orders or products via phone, webchat, and email, typically handling 2030 calls per day.
• Manage the entire back-end process of orders, including reviewing details, identifying issues, and resolving discrepancies.
• Reach out to customers to clarify order details and ensure mutual understanding when issues or questions arise.
• Collaborate with the design and production teams on custom sign requests, providing accurate administrative and data entry support.
• Extrapolate from incomplete information to resolve order issues and provide clear explanations to customers and internal teams.
• Develop and propose creative solutions to improve order processing workflows and department processes.
• Assist the Sales Department with additional tasks and projects as assigned, including sales support and logistics-related activities.
• Perform data entry tasks with high accuracy, including purchase orders, inventory-related information, and customer records.
• Provide chat and call support in a call centerstyle environment, ensuring a customer serviceoriented approach at all times.
• Perform occasional receptionist duties for the team, such as answering phones and greeting visitors as needed.
• Use Microsoft Excel and Microsoft Office applications to track, update, and report on orders and related information.
• Maintain a positive, professional, and friendly demeanor with customers and colleagues, even when handling repetitive or complex tasks.
• Multi-task effectively in a fragmented workflow, switching between tasks frequently without losing track of progress.
• Communicate clearly and concisely in both written and verbal form to ensure smooth coordination between customers, sales, design, production, and other internal teams.
• Apply critical thinking and adaptability when handling tasks that are not strictly defined or that fall into gray areas.
• Demonstrate punctuality and strong attendance to support consistent coverage and team reliability.

Essential Skills

• Excellent written and verbal communication skills, with the ability to clearly and concisely explain information to customers and internal teams.
• Strong customer service skills and a customer serviceoriented mindset, with previous customer service experience preferred.
• High attention to detail and accuracy in order entry, data entry, and documentation.
• Ability to multi-task effectively in a fragmented workflow and switch between tasks without losing focus or accuracy.
• Strong initiative to identify solutions and areas for process improvement.
• Ability to learn new software systems quickly, including ERP platforms and customer outreach tools.
• Familiarity with Microsoft Office Suite, including Microsoft Excel.
• Experience with ERP systems, such as NetSuite or SAP, is highly beneficial.
• Comfort handling phone, webchat, and email communications in a fast-paced environment.
• Adaptability and critical thinking skills to handle tasks that are not always clearly defined.
• Consistent punctuality and reliable attendance.
• Positive, friendly, and self-motivated attitude, even when performing repetitive or tedious tasks.
• Ability to support order processing, order entry, and order-related customer service in a call centerstyle setting.

Additional Skills & Qualifications

• Experience with NetSuite as an ERP system.
• Experience with HubSpot or similar customer outreach and CRM tools.
• Experience with SAP or other ERP platforms.
• Past experience in order entry, order processing, and sales support.
• Experience with purchase orders, inventory-related data, and logistics support.
• Previous work in a call center or high-volume customer contact environment.
• Strong proficiency in general data entry and accuracy-focused administrative work.
• Comfort working closely with creative and technical teams such as design and production.
• Interest in contributing ideas for process improvements and workflow enhancements.

Work Environment

This is a full-time, in-office position based in a corporate office environment and is not eligible for remote work. The standard schedule is Monday through Friday, 8-hour shifts from 6:30 a.m. to 3:00 p.m., with a training schedule of 6:00 a.m. to 2:30 p.m. The role operates within a small team of approximately eight people in a relaxed, laid-back atmosphere that still expects reliability, punctuality, and consistent performance. The team culture is friendly, warm, and inclusive, with many team members sharing interests in gaming, tabletop role-playing games, comic books, and other "nerdy" hobbies, as well as artistic pursuits such as painting, writing, and music. The environment encourages humor and camaraderie, including light-hearted jokes and fun internal recognitions. The company offers a small-business feel with a broader business presence, and many employees have long tenures and intend to stay long term. The office provides fun company events with giveaways, regular treats such as donuts and bagels on Fridays, and a fully stocked break room with a variety of snacks and beverages. Work involves extensive use of ERP systems such as NetSuite, Microsoft Office (including Excel), and customer communication tools for phone, webchat, and email support. The dress code aligns with a relaxed yet professional office environment, supporting comfort while maintaining a workplace-appropriate appearance.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $23.00 - $26.00/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)

Workplace Type

This is a fully onsite position in Beaverton, OR.

Application Deadline

This position is anticipated to close on Aug 14, 2026.