Order Entry Clerk

Job Description

Job Description

Job Title: Order Entry Clerk

Job Description

The Order Entry Specialist receives and processes incoming customer materials for testing, accurately enters orders into the customer management system, and supports the full order lifecycle from receipt through final reporting. This role combines administrative responsibilities with light hands-on work in a shop and receiving environment, requiring strong attention to detail, clear communication with customers and internal teams, and the ability to manage multiple tasks efficiently in a fast-paced testing and certification setting.

Responsibilities

• Receive and process incoming customer materials, ensuring all items are properly logged and tracked.
• Open packages and crates, verify contents against accompanying paperwork, and identify samples accurately.
• Review incoming paperwork for quantity accuracy and completeness, including purchase order details and instructions.
• Enter testing orders efficiently and accurately into the Customer Management System (LUCY) and maintain up-to-date records.
• Correctly mark and label samples for processing to ensure proper routing and testing.
• Source and review specifications as required, evaluating specification requirements to ensure orders are entered correctly.
• Process retests and requests for additional testing, updating systems and documentation as needed.
• Prepare work instructions and release orders that do not require engineering involvement.
• Notify engineers of the arrival of incoming material for orders assigned directly to them and enter orders on their behalf as requested.
• Communicate with customers primarily via email, as well as by phone and in person, to clarify work instructions, resolve issues, and address questions about orders, status, expediting, or complaints.
• Contact customers when purchase order information is unclear, incorrect, or insufficient, including discrepancies in dollar amounts or instructions.
• Assist with reporting department coverage and provide miscellaneous administrative support during slower periods.
• Collect and collate laboratory-generated data and assimilate all information into a final report.
• Create and issue final laboratory reports to customers, ensuring accuracy and completeness.
• Maintain and update customer information and order details in the Customer Management System (LUCY).
• Meet, greet, and log walk-in guests, ensuring visitor documentation is completed accurately.
• Communicate effectively with operations, engineering, accounting, sales, and management to ensure accurate transfer of data and information throughout the testing process.
• Support accurate processing of customer testing requests and certifications by following established procedures and quality standards.
• Assist in planning and developing improved operational procedures to enhance efficiency and customer service.
• Maintain the file room by filing documents, matching paperwork to files, and organizing records for storage and retrieval.
• Perform shipping and receiving duties, including processing orders requiring return shipping, scheduling courier services, and maintaining shipping supplies.
• Support multiple functions within the team and assist other departments as needed, particularly during slower afternoon periods.
• Handle other related duties as assigned to support overall departmental and organizational goals.

Essential Skills

• At least one year of experience in a role that combines office-style administrative work with a hands-on or shop/manufacturing environment.
• Proficiency with Microsoft Excel, Outlook, and Word.
• Ability to retain information, follow detailed directions, and adhere to established procedures.
• Strong written communication skills, particularly for email correspondence with customers and internal teams.
• Comfort and accuracy in using a keyboard and performing data entry tasks.
• Experience with administrative tasks, data entry, order entry, and handling purchase orders.
• Ability to provide sales support and general administrative support in a customer-focused environment.
• Self-motivation and the ability to take initiative and responsibility for servicing customers and meeting their needs.
• Ability to work both as part of a team and independently while maintaining a steady workflow.
• Capability to move quickly and efficiently from one project or task to the next in a busy environment.
• High degree of professionalism in all interactions and communications.

Additional Skills & Qualifications

• Experience working in a shop, manufacturing, or testing environment is highly beneficial.
• Familiarity with customer management or order entry systems, especially quantity-based systems, is an advantage.
• Comfort working in a setting that involves industrial materials and manufacturing-related processes.
• Ability to assist in planning and developing improved operational procedures to support continuous improvement.
• Strong customer service orientation with confidence in explaining services and procedures once trained.
• Organizational skills to manage files, documentation, and multiple orders concurrently.
• Interest in growing with a company that offers room for advancement and increased responsibility.

Work Environment

This role operates primarily in a shop and receiving area rather than a traditional office, with a mix of administrative and light physical duties. The workday typically runs from approximately 8:00 AM to 4:30 PM, with some flexibility on the exact start time (for example, 8:00 AM or 9:00 AM), and includes a 30-minute unpaid lunch. Once established, the schedule remains consistent. Mornings are generally busy due to incoming UPS and FedEx shipments, which require handling packages, opening boxes and crates, identifying materials, and initiating order processing. Afternoons may offer more flexibility to assist other departments and support additional administrative tasks. The position requires the use of a proprietary, quantity-based order entry system (LUCY), along with standard office software such as Excel, Outlook, and Word. The environment involves working around industrial materials and manufacturing-related activities, so comfort in this type of setting is important. Appropriate personal protective equipment, including steel-toe shoes and other PPE, is required. The culture emphasizes teamwork, professionalism, and steady workflow, with opportunities for growth in a growing company that serves repeat customers in a testing and certification environment.

This is a Contract position based out of MELROSE PARK, IL.

The pay range for this position is $20.00 - $22.00/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 Contract position based out of MELROSE PARK, IL.

This position is anticipated to close on Nov 24, 2026.

This is a fully onsite position in MELROSE PARK,IL.

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.