Order Entry Specialist

Order Entry Specialist

The Order Entry Specialist supports a high-volume customer service environment by providing administrative and sales support to a field engineering team and external customers. This role focuses on accurate order entry, processing purchase orders, issuing quotes, and maintaining detailed records, functioning as a sales administrator rather than a traditional call center representative. The position requires strong attention to detail, excellent organizational skills, and the ability to work efficiently in a fast-paced setting while delivering professional and courteous customer support.

Responsibilities

• Accurately process high volumes of part orders and service requests, including determining part location and pricing and ensuring all information is correctly entered into the system.

• Prepare accurate pricing for part orders and returns by considering factors such as foreign currency conversion rates, contract type and coverage, special customer discounts, part category, and input from field service engineers regarding part issues.

• Ensure accurate cost and revenue accounts are associated with parts, labor, and expenses on each call, applying a solid understanding of cost of goods sold (COGS) accounts, service types, and service areas.

• Determine appropriate shipping methods based on part size and weight, contractual agreements, severity of the system issue, and preferred carriers.

• Act as a liaison with Accounts Receivable to research, identify, and resolve billing issues in a timely and professional manner.

• Maintain detailed and accurate records of customer returns, deliveries, order changes, pricing adjustments, and return credit issues.

• Issue quotes for parts sales as requested by customers and field service engineers, ensuring quotes are accurate, complete, and delivered promptly.

• Handle a steady flow of emails and provide responsive support to the field engineering team, sales, and operations staff.

• Participate in improvement initiatives and team-building activities within customer service and across related functional areas to enhance processes and collaboration.

• Provide general administrative and clerical support, including data entry, order entry, and documentation updates, to ensure smooth daily operations.

• Consistently communicate with customers, peers, and internal teams in a helpful, friendly, and professional manner, maintaining a strong customer and team orientation.

• Demonstrate reliable attendance and punctuality, recognizing that consistent presence is a critical function of this position.

Essential Skills

• 1--2 years of experience in a high-volume field service or customer service environment, preferably in a call center or similar setting.

• Proven experience with order entry, purchase orders, and issuing quotes in a business or administrative role.

• Strong problem-solving abilities with excellent follow-through and attention to detail.

• Ability to multi-task effectively in an extremely fast-paced environment while maintaining accuracy.

• Proficiency with Microsoft Office applications, including moderate skills in Excel, Word, and Access databases.

• Strong typing skills with excellent 10-key speed and accuracy.

• Ability to maintain professionalism, courtesy, and composure under pressure.

• Effective written and oral communication skills, with the ability to interact clearly and professionally with customers and internal stakeholders.

• Demonstrated self-motivation, strong organizational skills, and a high level of reliability.

• Customer-oriented mindset with a strong team orientation and willingness to support colleagues.

• Typically requires a university degree or equivalent combination of education and experience relevant to customer service or administrative support.

• Ability to consistently meet attendance expectations as a core requirement of the role.

Additional Skills & Qualifications

• Experience in a dispatch, logistics, or service coordination environment.

• Background in customer service, administrative support, or clerical roles handling inbound calls and email inquiries.

• Familiarity with SAP or similar enterprise resource planning (ERP) systems.

• Experience working with Microsoft Office tools beyond Word and Excel, such as Outlook and Access databases.

• Strong data entry skills with a high level of accuracy and attention to detail.

• Ability to support both sales and operations teams with administrative tasks.

• Comfort working in a high-volume, structured environment with established processes.

• Demonstrated ability to participate in continuous improvement initiatives and team-building activities.

Work Environment

This position operates in a professional corporate environment rather than a traditional call center. The team consists of approximately 5--6 people across sales and operations who collaborate closely and maintain a supportive culture with strong tenure. Training takes place in the office full-time for the first two to three months, typically Monday through Friday from 8:00 a.m. to 5:00 p.m. After training, the role follows a flexible hybrid schedule, with three days in the office and two days working from home, and some flexibility in start times. A dedicated and quiet workspace at home is important to support productivity and focus. The environment is fast-paced and technology-driven, using tools such as SAP and Microsoft Office, and emphasizes professionalism, collaboration, and a positive team culture.

Job Type & Location

This is a Contract to Hire position based out of Hillsboro, OR.

Pay and Benefits

The pay range for this position is $22.00 - $23.00/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
• Critical Illness, Accident, and Hospital
• 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)

Workplace Type

This is a fully remote position.

Application Deadline

This position is anticipated to close on May 18, 2026.

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® double diamond 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 [email protected] ( [email protected]) for other accommodation options.