Order Entry Specialist

Job Description

Job Description

PRIMARY FUNCTION: The Order Entry Specialist’s primary responsibilities include, but are not limited to, handling customer contacts via telephone calls, emails, and faxes to provide specific and accurate product and company information in a professional manner. This position usually serves as the first point of contact with the company, and answers and directs incoming telephone calls, as well as forwarding communications to appropriate staff, such as emails or faxes. The position supports all customer interface, including, but not limited to, creating sales orders to customer’s specifications from customer’s purchase orders, generating company purchase orders for needed products or services, invoicing, and coordinating information with other office locations and staff.

REPORTING RELATIONSHIP: This position reports to the Director, Operations. Establishes relationships with employees, sales representatives and dealers, and customers and vendors.

MAJOR RESPONSIBILITIES: 1. Answer and direct all incoming telephone calls. 2. Confer and respond to customers to provide accurate and timely information about company products and/or services. 3. Ability to analyze issues and gather needed information to make recommendations and/ or decisions to quickly resolve problems with orders, deliveries, sourcing, and other challenges. 4. Generate accurate acknowledgements and sales orders from incoming purchase orders. 5. Create company purchase orders for products and/or services to meet manufacturing and shipment deadlines. 6. Review shipment manifests and generate timely and accurate invoices with appropriate detail for customer shipping information. 7. Track and maintain records for commissions and SPIFFs payable. 8. Receive and document reported product issues and follow up for satisfactory resolution. 9. Other duties and responsibilities as may be assigned from time to time.

COMPETENCIES: 1. Strong customer service or order entry background, preferably two or more years. 2. Must be able to communicate (read, write and follow instructions) in English and possess excellent telephone etiquette skills. 3. Computer skills, familiarity with Microsoft Office Products, and knowledge of accounting software, preferably QuickBooks. 4. Demonstrated attention to detail and ability to prioritize workload independently. 5. Ability to work with minimal direct supervision.

OTHER: 1. Flexibility to respond to changing priorities as required. 2. The job operates in a casual, but professional office environment, and routinely uses standard office equipment (such as computers, phones, copiers, fax machines, and filing systems). 3. Vision requirements include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 4. This position is full-time, non-exempt and may require overtime.