Order Entry Specialist

Job Description

Job Description

Job Title: Order Entry Specialist
Job Description

The Order Entry Specialist plays a key role in accurately processing customer orders, managing order backlogs and pricing, and supporting strong customer relationships. This position focuses on timely and precise data entry, effective communication with customers and internal teams, and consistent enforcement of policies and procedures to ensure smooth quote-to-order workflows and high-quality customer service.

Responsibilities

• Maintain accurate order backlogs, including correct dates and up-to-date status information.
• Support and monitor margins by product group to help ensure accurate pricing and profitability.
• Respond promptly to customer inquiries, address complaints, and nurture positive customer relationships.
• Collaborate effectively with all departments to maintain strong internal working relationships.
• Apply and reinforce company policies and procedures throughout the quote and order entry process.
• Monitor team workload to help ensure timely completion of order entry and related tasks.
• Use pricing modules to prepare accurate and competitive quotes for customers.
• Develop a strong working rapport with a national customer base through professional and courteous service.
• Work strategically with customers, peers, and leadership to meet business and customer objectives.
• Review customer requests and prepare quotes that clearly match customer requirements.
• Follow up via email and phone to determine whether quotes have been won or lost and document outcomes.
• Receive, verify, and accurately enter customer orders into the appropriate systems.
• Coordinate shipping details to meet customer expectations and required delivery timelines.
• Partner closely with Production Control, Manufacturing, Purchasing, Engineering, and Accounting throughout all phases of quoting and order processing.
• Review, troubleshoot, and resolve customer issues that may arise during the order lifecycle.
• Demonstrate commitment to daily learning, continuous improvement, and consistent effort in all tasks.
• Perform data entry and clerical tasks related to order processing, inventory, and purchase orders.
• Support order fulfillment activities, including lead time communication and status updates.
• Provide customer service and sales support via phone, email, and other communication channels.
• Utilize Microsoft Excel and Microsoft Office for data entry, reporting, and communication.
• Handle mail sorting and related administrative tasks as needed.
• Maintain excellent phone etiquette and a customer service–oriented approach in call center or high-volume contact environments.

• Strong computer skills with emphasis on Microsoft Excel and the Microsoft Office suite.
• Ability to perform accurate and efficient data entry and order processing.
• Strong organizational skills and attention to detail.
• Ability to multitask effectively in a fast-paced environment.
• Exceptional oral and written communication skills.
• Excellent phone etiquette and customer service orientation.
• Ability to review customer requests and prepare clear, accurate quotes.
• Capability to coordinate shipping and order fulfillment to meet customer expectations.
• Basic math skills, including some familiarity with geometrical functions.
• Mechanical aptitude and the ability to understand basic product and service concepts.
• Ability to read and interpret basic blueprints is desired but not required.
• Experience or comfort working with ERP systems is useful but not required.
• Good organizational and problem-solving skills.
• Ability to work collaboratively with Production Control, Manufacturing, Purchasing, Engineering, and Accounting.
• Ability to manage multiple customer interactions via phone, email, and other channels.
• High school diploma or equivalent, or comparable related experience.
• Ability to perform each essential duty satisfactorily, with or without reasonable accommodation.

• Previous experience with ERP systems is beneficial but not required.
• Dispatch experience is preferred but not required.
• Experience in customer service, call center, or sales support environments is advantageous.
• Familiarity with order entry, order processing, order fulfillment, and inventory processes.
• Experience working with lead times, purchase orders, and shipping coordination.
• Comfort using RF scanners and handling mail sorting or clerical tasks.
• College degree, community college coursework, or online classes and certificates are a plus but not required.
• Ability to develop in-depth knowledge of all products and services offered.
• Enthusiasm, self-confidence, and a positive attitude in daily work.
• Customer service–oriented mindset with a focus on building strong relationships.
• Ability to adapt to new systems and processes and commit to ongoing learning.

This is a full-time, onsite position with a typical schedule of Monday through Friday, 7:00 a.m. to 4:30 p.m. The role involves working in an office environment that relies heavily on computer-based tools, including Microsoft Office, Excel, and potentially ERP systems. The position requires frequent interaction with customers and internal departments via phone, email, and other communication channels, as well as consistent focus on data accuracy and timely order processing. The environment is fast-paced and detail-oriented, with an emphasis on teamwork, professional communication, and reliable follow-through on customer commitments.

Job Type & Location

This is a Contract to Hire position based out of Lodi, CA.

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

This is a fully onsite position in Lodi,CA.

This position is anticipated to close on Jul 19, 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.