Order Entry Specialist

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.
• Aid the Sales Department with additional tasks and projects as assigned.
• Provide receptionist support occasionally, 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.
• A 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.

Skills

• Order entry and data entry experience.
• Customer service experience or strong customer service mindset.
• Written and verbal communication skills.
• Extrapolation from incomplete information.
• Multitasking skills.
• Attention to detail.
• New software systems learning ability.
• Microsoft Office Suite proficiency.
• ERP systems experience (NetSuite, SAP).
• Customer service–oriented mindset.
• Adaptability and critical thinking skills.
• Punctuality and good attendance.
• Positive, friendly, and self-motivated attitude.

Benefits

• Medical, dental & vision coverage.
• Critical Illness, Accident, and Hospital coverage.
• 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 coverage.
• Health Spending Account (HSA).
• Transportation benefits.
• Employee Assistance Program.
• Time Off/Leave (PTO, Vacation or Sick Leave).
• Workplace perks such as fun company events, regular giveaways, donuts and bagels on Fridays, and a fully stocked break room with quality snacks and beverages.

Pay and Benefits

The pay range for this position is $23.00 - $26.00/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 coverage.
• Critical Illness, Accident, and Hospital coverage.
• 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 coverage.
• Health Spending Account (HSA).
• Transportation benefits.
• Employee Assistance Program.
• Time Off/Leave (PTO, Vacation or Sick Leave).
• Workplace perks such as fun company events, regular giveaways, donuts and bagels on Fridays, and a fully stocked break room with quality snacks and beverages.

About Aston Carter

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 astoncarteraccommodation@astoncarter.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.