Order Entry Administrator

Job Description

Job Description

Do you have experience with order entry, software systems, and customer service? If you're passionate about accuracy, organization, and keeping orders moving smoothly from start to finish, we'd love to hear from you!

Job Title: Order Entry Specialist

Job Description

The Order Entry Specialist provides a world-class customer service experience to internal and external customers while managing the complete order lifecycle. This role is responsible for processing and tracking orders in ERP systems, coordinating logistics and documentation, resolving order-related issues, and ensuring accurate, timely delivery of products and services.

Responsibilities

• Provide a high level of customer service to internal and external customers throughout the order fulfillment process.
• Process all orders from initial review and order entry in Great Plains through purchase order receipt and shipping transactions in Oracle.
• Handle internal order requests, including in-service orders, service orders, service depot orders, evaluations, and demo orders.
• Create evaluation and placement agreements in support of customer trials and equipment placements.
• Manage demo equipment tracking and logistics to ensure accurate inventory control and timely movement of equipment.
• Act as a liaison between customers and internal resources to drive the order fulfillment process and ensure timely delivery of orders.
• Collaborate with Operations to expedite parts or materials needed to meet customer requirements and delivery timelines.
• Prepare documentation to ship orders domestically, including documentation for Dangerous Goods shipments.
• Send delivery notifications to internal and external customers as required to keep stakeholders informed of shipment status.
• Coordinate shipments with freight forwarders and ensure that all necessary shipping information and documentation are accurate.
• Serve as a primary point of contact for order-related inquiries and issues, engaging appropriate resources to resolve problems.
• Investigate and help resolve out-of-box failures, complaints, and shipping discrepancies in a timely and professional manner.
• Research, update, and maintain customer records and installed base information as necessary to ensure data accuracy.
• Perform accurate data entry related to orders, customer information, and shipment details in ERP and related systems.
• Utilize databases, spreadsheets, email, and other tools to effectively manage and track orders and related activities.
• Multitask and manage multiple orders and customer requests efficiently in a fast-paced environment.
• Follow through on all customer commitments and internal tasks to ensure completion and customer satisfaction.
• Work both independently and collaboratively within a team to achieve service and fulfillment goals.
• Maintain organized records and documentation related to orders, shipments, and customer interactions.

Essential Skills

• Strong customer service orientation with the ability to professionally interact with internal and external customers.
• Experience with customer relationship management and customer support in an order processing or administrative environment.
• Proficiency with ERP systems, including experience with Great Plains and Oracle for order entry and processing.
• Ability to process purchase orders and perform accurate order entry and data entry.
• Working knowledge of Microsoft Office, including Outlook and basic Excel skills.
• Strong attention to detail and accuracy in all aspects of order processing and documentation.
• Excellent written and verbal communication skills for customer correspondence and internal communication.
• Demonstrated organizational and time management skills with the ability to perform multiple tasks efficiently.
• Ability to multitask and work effectively in a fast-paced environment.
• Capability to work independently as well as collaboratively in a team setting.
• Strong follow-through skills, self-starter mindset, and problem-solving abilities.
• Ability to calmly interact with upset or angry customers and de-escalate challenging situations.
• Hazardous Material training and current certification for Lithium-Ion Batteries.
• Comfort with clerical and administrative tasks, including filing and documentation management.

Additional Skills & Qualifications

• Experience with export processes or working as an export specialist is beneficial.
• Background in administrative support, sales support, or general administration is an advantage.
• Familiarity with other ERP systems such as SAP is helpful.
• Ability to develop and utilize tools such as databases and spreadsheets to improve task efficiency.
• Positive attitude with a responsible, dependable, reliable, and dedicated work ethic.
• Hardworking and self-motivated, with strong interpersonal skills.
• Experience handling complaints and shipping discrepancies is a plus.

Work Environment

This is an on-site role in an office setting with a Monday through Friday schedule. Start times typically range from 7:00 a.m. to 8:00 a.m., with an 8-hour shift and a 30-minute to 1-hour lunch break. The environment is fast-paced and detail-oriented, requiring regular use of ERP systems such as Great Plains and Oracle, as well as Microsoft Office tools including Outlook and Excel. The role involves frequent interaction with internal teams, freight forwarders, and customers, and includes preparing documentation for domestic and Dangerous Goods shipments. Professional attire is expected, including closed-toe shoes and neat, hole-free clothing suitable for an office environment.

This is a Contract position based out of San Jose, CA.

The pay range for this position is $24.00 - $28.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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 San Jose,CA.

This position is anticipated to close on Sep 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.