Municipal Order Entry Specialist

About the role

The Municipal Order Entry Specialist is responsible for accurately processing municipal project orders, maintaining order records, coordinating with vendors and salespeople, and ensuring timely delivery of products and services. This role serves as a key link between sales, project management, accounting, vendors, and customers to ensure orders are entered correctly and executed efficiently.

Responsibilities

• Order Processing
  • Review incoming purchase orders (currently, Project Manager assigns job number and sets up Sage site, and sales order header; this can be transferred to the Muni Order Entry Specialist).
  • Enter sales orders accurately into Sage (for backlog and booking purposes) and issue Purchase Orders to vendors in a timely fashion.
  • Update estimated ship date field in Sage when orders are released from manufacturing.
  • Confirm order details with customers, vendors, and salespeople as needed.
  • Receive items in Sage as they arrive.
  • Assist invoicing/accounting team to bill orders.
• Project Documentation
  • Maintain complete electronic order records (e.g., purchase orders issued, vendor acknowledgements received).
  • Update job files with revisions, change orders, and customer requests.
  • Forward vendor incoming documentation (e.g., submittals, test results) to project manager and salespeople.
• Vendor Coordination
  • Issue Hold for Approval Purchase Orders or Purchase Orders to manufacturers.
  • Obtain vendor acknowledgments and delivery schedules.
  • Monitor lead times and follow up on delayed shipments.
  • Communicate schedule changes and shortages to project manager and salespeople.
• Order Tracking & Reporting
  • Monitor open orders from receipt through delivery.
  • Identify potential schedule risks and escalate concerns promptly.
• Customer Service
  • Respond to customer inquiries regarding order status.
  • Provide shipment updates and delivery information.
  • Address discrepancies and coordinate corrective actions.
  • Maintain professional communication with municipalities, engineers, contractors, and vendors.
• Regular Customer Service Role
  • When project work is slow, assist in GPECS inbox, entering parts orders for municipal customers.
• Performance Expectations
  • Accuracy: Maintain a high level of order entry accuracy and minimize order corrections resulting from data-entry errors. Verify critical project information before order release.
  • Responsiveness: Process new orders within 72 hours of receipt and respond promptly to vendor inquiries. Communicate delays or issues proactively.
  • Organization: Keep project files current and complete. Maintain clear documentation of vendor communications and track outstanding tasks.
  • Communication: Communicate professionally with internal and external stakeholders. Provide timely updates regarding order status and delivery schedules. Escalate issues when necessary.
  • Teamwork: Collaborate effectively with sales, project management, and accounting. Support departmental goals and continuous improvement initiatives. Assist team members during periods of high workload.

Skills & Qualifications

• Strong attention to detail.
• Excellent organizational and time-management skills.
• Proficiency with Sage.
• Proficiency with Microsoft Outlook, Excel, and Word.
• Ability to manage multiple projects simultaneously.
• Strong written and verbal communication skills.

Preferred:

• Experience with municipal water/wastewater projects.
• Knowledge of pumps, treatment equipment, controls, or industrial products.
• Experience reviewing purchase orders.
• Understanding of project-based order management.

Benefits

• Health insurance
• Paid time off
• Vision insurance
• Wellness resources
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Dental insurance
• Donation matching