Order Entry Specialist

We’re looking for an Order Entry Specialist to join a small, friendly team in a collaborative corporate office environment. This role handles the entire back-end order process, blending administrative tasks, data entry, and customer service to ensure accurate and timely fulfillment.

About the role

This position is based in Beaverton, OR, and is a full-time, in-office contract role following a Monday through Friday schedule with an 8-hour shift between 6:00 a.m. and 4:00 p.m. The team operates in a relaxed, laid-back atmosphere that values reliability, punctuality, and a strong work ethic. The culture is friendly, inclusive, and team-oriented, with colleagues often bonding over shared interests like gaming, tabletop role-playing games, comics, and the arts. The office offers perks such as fun company events, regular giveaways, donuts and bagels on Fridays, and a fully stocked break room.

Responsibilities

• Process customer orders accurately and complete order entry in the company’s ERP system.
• Accept and input orders into NetSuite and other ERP platforms as required.
• Work closely with Sales Representatives on customer outreach programs using tools such as HubSpot.
• Answer customer questions about orders or products via phone, webchat, and email, handling approximately 20–30 calls per day.
• Manage the entire back-end process of orders, including reviewing details, identifying issues, and proactively reaching out to customers for clarification when needed.
• Collaborate with the design and production teams on custom sign requests, ensuring customer requirements are clearly documented and communicated.
• Perform administrative and data entry tasks to support custom and standard orders.
• Develop and propose creative solutions to improve order processing workflows and internal procedures.
• Assist the Sales Department with additional tasks and projects as assigned.
• Provide occasional receptionist support, such as answering incoming calls and greeting visitors.
• Use Microsoft Office, including Excel, to track orders, update records, and manage related documentation.
• Support inventory and logistics coordination related to order processing and fulfillment.
• Maintain a high level of accuracy and attention to detail when entering purchase orders and customer information.
• Communicate clearly and concisely with customers and internal stakeholders to ensure mutual understanding and smooth order flow.
• Switch between tasks efficiently in a fragmented workflow without losing track of progress or details.
• Apply critical thinking and adaptability when handling tasks that do not have a clear or predefined process.
• Consistently show up on time, maintain good attendance, and reliably complete assigned responsibilities.
• Approach repetitive and detailed tasks with a positive attitude, even when cleaning up or correcting existing orders and processes.

Requirements

• Strong order entry and data entry experience with a high level of accuracy.
• Proven customer service experience or a strong customer service mindset.
• Excellent written and verbal communication skills, with the ability to explain information clearly and concisely.
• Ability to extrapolate from incomplete information and ensure understanding among customers and colleagues.
• Strong multitasking skills, with the ability to switch between fragmented tasks without confusion.
• Great attention to detail and a thorough, organized approach to work.
• Ability to learn new software systems quickly and apply them effectively in daily tasks.
• Familiarity with Microsoft Office Suite, including Microsoft Excel.
• Experience with ERP systems, such as NetSuite or SAP, is strongly preferred.
• Customer service–oriented mindset and comfort handling phone calls, webchat, and email communication.
• Adaptability and critical thinking skills to handle tasks that are not always black and white.
• Consistent punctuality and good attendance.
• Positive, friendly, and self-motivated attitude, even when work is repetitive or process-driven.

Qualifications

• Experience with NetSuite is highly valued.
• Experience with HubSpot or similar customer outreach tools is beneficial.
• Background in call center, chat support, or high-volume customer contact environments is an advantage.
• Familiarity with logistics, inventory, and sales support processes is helpful.
• Experience working with purchase orders and ERP-based order processing is a plus.
• Comfort working closely with sales, design, and production teams in a collaborative environment.
• Interest in continuous improvement and identifying areas to streamline processes.
• Ability to maintain a positive outlook while performing repetitive tasks and explaining the same concepts multiple times in different ways.

Pay

The pay range for this position is $23.00 - $26.00 per hour.

Benefits

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may include the following:

• Medical, dental, and vision coverage.
• Critical Illness, Accident, and Hospital insurance.
• 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).