Order Entry

Duties:

• Process customer orders: Receive, review, and accurately enter customer purchase orders into the company's ERP or order management system via various channels, including phone, email, and online platforms.
• Verify order details: Cross-reference new and existing data to verify the accuracy of orders, ensuring all information such as pricing, product codes, and quantities are correct before processing.
• Coordinate with internal teams: Work closely with the sales, shipping, accounting, and warehouse departments to confirm inventory availability, clarify order details, and resolve any discrepancies or issues.
• Provide customer service support: Respond to customer and sales team inquiries regarding order status, shipping dates, and product availability in a timely and professional manner.
• Maintain data integrity: Update and maintain customer records, sales data, and other relevant information in the database with precision and confidentiality.
• Handle administrative tasks: Prepare and generate invoices, shipping documents, and reports related to order processing and status.
• Troubleshoot and resolve issues: Address any problems that arise with orders, including changes, cancellations, or delivery delays, and escalate complex issues when necessary.

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Ability to communicate effectively in English; Spanish is helpful as well.

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. 

Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals. 

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Qualifications:

•    High school diploma or equivalent required.
•    Proven experience in data entry, order processing, or administrative support role is strongly preferred.
•    Exceptional attention to detail and a commitment to accuracy.
•    Strong computer proficiency, including excellent typing and 10-key skills.
•    Familiarity with order management software, CRM systems (e.g., Epicor, NetSuite, SAP), and Microsoft Office Suite (especially Excel and Outlook).
•    Excellent communication skills, both written and verbal, for interacting with customers and colleagues.
•    Effective organizational and time-management skills with the ability to prioritize and multitask in a fast-paced, high-volume environment.
•    Strong problem-solving abilities and the capacity to work independently. 

Work Environment:

 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:
    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.