Order Entry Coordinator

Job Description

Job Description

Join a professional lab environment where you’ll play a key role in tracking and managing sample data while building valuable office skills. If you enjoy organized work, working with systems, and being part of a collaborative team—this is a great opportunity to grow your career.

Job Description

The Order Entry Coordinator accurately manages sample receiving information and client communications, ensuring all data is entered, documented, and processed efficiently and on time. This role focuses heavily on data entry and document management while also serving as a key point of contact for clients, laboratories, and internal teams to support smooth sample processing and exceptional customer service within a scientific environment.

Responsibilities

• Provide accurate, efficient, and timely sample receiving information and communications to clients, while proactively proposing improvements to existing processes.
• Perform data entry and document management activities for approximately 75% of the role, ensuring high attention to detail and data accuracy in all systems and records.
• Correspond with clients primarily via email and by making or receiving approximately 5–12 calls per week to update them on laboratory-related information and sample status.
• Monitor client requests and organize the sample receiving process from initial communication through to Laboratory Information Management System (LIMS) login of samples, ensuring all steps are completed accurately.
• Verify and document sample information within the Labworks system and other relevant systems, confirming that all client details and sample data are complete and correct.
• Obtain confirmation or clarification from customers when information on testing requests or sample submissions is incomplete or unclear before accepting testing requests.
• Reach out to clients when information is missing and coordinate with laboratory staff on behalf of clients, primarily via email, to ensure all requirements for testing are met.
• Generate unique sample ID numbers in the login systems by following Standard Operating Procedures (SOPs) using LIMS software and SAP, ensuring consistency and traceability.
• Verify system-generated information against clients’ sample submission forms and other documentation to ensure accuracy and consistency across all records.
• Communicate necessary information to laboratory staff to support a streamlined workflow and to help meet customer expectations and testing requirements.
• Generate quotes when directed and verify previous quotes to ensure clients receive accurate pricing information based on their requests and sample submission forms.
• Prepare and send sample receipt emails to clients and communicate the login status of submitted samples while adhering to confidentiality policies.
• Collaborate with Accounting to confirm quoted client testing prices and client purchase order information, ensuring billing details align with agreed terms.
• Coordinate sample shipments to external third-party laboratory services as needed, ensuring proper documentation and tracking.
• Provide customer service to current and prospective clients by answering general inquiries about services, turnaround times, and receipt emails, escalating issues to leadership when appropriate.
• Consult with the Supervisor and/or Sales and Marketing leadership for responses to complex or sensitive client inquiries as needed.
• Maintain organized client files and detailed records of communications in both hard copy and electronic formats, ensuring information is easily accessible and up to date.
• Update and maintain the sample log consistently, ensuring all sample movements and statuses are accurately recorded.
• Report LIMS issues and data tracking problems to the Supervisor and/or Sales and Marketing leadership to support timely resolution and system reliability.
• Contribute to continuous improvement of customer service processes by proposing and helping implement changes that improve service quality, increase performance, reduce costs, or shorten response times.
• Obtain and maintain up-to-date knowledge of testing services, including participating in internal and external training opportunities.
• Participate in external professional and technical meetings to stay informed about industry developments and best practices.
• Support other customer service functions, including sample reporting, as needed to ensure overall team coverage and service continuity.
• Perform other duties as assigned by the Supervisor and/or Sales and Marketing leadership to support the broader goals of the customer service and order entry function.

Essential Skills

• High school diploma or equivalent education.
• Six months to one year of office experience in roles such as administrator, office coordinator, data entry, or customer service, or an equivalent combination of education and experience.
• Strong attention to detail with a focus on the quality and accuracy of work.
• Effective time management skills and the ability to handle deadlines reliably.
• Demonstrated client communication and customer service experience, including email and phone interactions.
• Administrative work experience involving data entry, document management, and record keeping.
• Interest in working within a scientific industry and supporting laboratory-related processes.
• Experience using Microsoft Office applications, including Word, Excel, and Outlook.
• Experience using Adobe Acrobat for document viewing and management.
• Experience using SAP or similar enterprise systems for data entry and information management.
• Ability to manage multiple tasks simultaneously while maintaining accuracy and organization.
• Strong written and verbal communication skills for clear, professional client and internal communications.
• High emotional intelligence, including the ability to respond calmly and professionally in client-facing situations.
• Good cultural awareness and the ability to communicate effectively with people from diverse backgrounds.

Additional Skills & Qualifications

• Experience with Laboratory Information Management Systems (LIMS) and Labworks or similar systems.
• Experience generating or verifying client quotes and working with accounting or finance teams on pricing and purchase order details.
• Experience coordinating shipments or logistics, especially involving laboratory samples or technical materials.
• Demonstrated involvement in improvement initiatives, such as proposing or implementing process enhancements.
• Demonstrated learning initiatives, such as participation in internal or external training, workshops, or professional development activities.
• Comfort working in a structured environment that follows Standard Operating Procedures (SOPs).
• Ability to escalate issues appropriately and collaborate with supervisors and leadership to resolve client or system concerns.
• Interest in ongoing professional development through external professional and technical meetings.

Work Environment

You will join a small, close-knit customer service and receiving team consisting of two leads (one for receiving and one for reporting), two customer service receiving team members, and one reporting team member, with this role adding a sixth team member. The team environment is fairly quiet yet approachable, supporting focused work while encouraging collaboration and open communication. The role is office-based and centers on computer work, including extensive use of Microsoft Office, Adobe Acrobat, LIMS, Labworks, and SAP systems. The culture emphasizes appreciation, connection, and team building, with regular activities such as team-building events, monthly gatherings, and shared lunches that help bring the team together. The organization observes multiple holidays, including closures around major holidays, providing additional time away from work. The overall work setting supports a professional, respectful, and inclusive atmosphere where continuous improvement, learning, and customer service excellence are valued.

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

The pay range for this position is $45760.00 - $45760.00/yr.

Benefits: Medical/vision insurance (company covers 100% of EE premium and 90% of dependent and HSA- company covers 100% of premium and contributes to HSA every month), dental insurance, LTD, FSA, supplemental insurance, LegalShield/IDShield, 401(k), PTO, 13 paid holidays, and partnership with Adidas and Columbia employee store. Bonus: Although we can’t guarantee it, at least 10 years we have paid out a bonus every year valued at about a month’s salary. It would be prorated this year since you would be starting part-way through the year, but it would likely be the full amount should the bonus happen again this year.

This is a fully onsite position in Portland,OR.

This position is anticipated to close on Jun 30, 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.