Order Entry Specialist

Job Summary

We are seeking a detail-oriented and highly organized Order Entry Specialist to join our team. This position is responsible for accurately entering and processing customer orders, maintaining order information, supporting customers and internal departments, and ensuring orders are processed efficiently from entry through fulfillment.

The ideal candidate will have strong data entry and order entry experience, excellent attention to detail, and advanced Microsoft Excel skills. Experience working with ERP systems, customer orders, inventory, shipping, or manufacturing environments is highly preferred.

Key Responsibilities

• Accurately enter customer orders, purchase orders, and related information into company systems.
• Review orders for accuracy, completeness, pricing, quantities, product specifications, and delivery requirements.
• Process order changes, cancellations, backorders, and special customer requests.
• Verify customer and product information before submitting orders for processing.
• Maintain accurate order records and update information in ERP and other business systems.
• Communicate with customers, sales representatives, warehouse personnel, production teams, purchasing, and transportation departments regarding order status.
• Monitor orders from entry through shipment and proactively address discrepancies or delays.
• Perform high-volume data entry while maintaining accuracy and productivity.
• Use Microsoft Excel at an advanced level to organize, analyze, reconcile, and report order-related information.
• Create, maintain, and update spreadsheets, reports, tracking logs, and order summaries.
• Utilize Excel functions such as VLOOKUP/XLOOKUP, PivotTables, formulas, sorting, filtering, conditional formatting, and data validation.
• Identify data discrepancies and research information to resolve order or customer issues.
• Assist with inventory checks, shipping documentation, order tracking, and other administrative duties as needed.
• Maintain organized electronic records and ensure documentation is complete and accurate.
• Follow company procedures related to order processing, customer service, data accuracy, and confidentiality.
• Support continuous improvement efforts to increase order-entry efficiency and reduce errors.

Qualifications

• 2+ years of experience in order entry, data entry, customer service, sales support, or a related administrative role.
• Strong experience entering and processing customer orders in an ERP, CRM, or order management system.
• Advanced Microsoft Excel skills are required.
• Demonstrated ability to work with large amounts of data and maintain a high level of accuracy.
• Strong attention to detail and excellent organizational skills.
• Ability to prioritize multiple orders and deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to identify discrepancies and independently research solutions.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Manufacturing, distribution, logistics, wholesale, or supply-chain experience is a plus.

Preferred Excel Skills

Candidates with experience using the following will be highly preferred:

• VLOOKUP / XLOOKUP
• PivotTables and PivotCharts
• SUMIFS / COUNTIFS
• IF formulas
• Advanced sorting and filtering
• Conditional formatting
• Data validation
• Removing duplicates and data cleanup
• Spreadsheet reconciliation
• Creating reports and tracking dashboards

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