Job Title: Order Entry Specialist

Job Description

The Order Entry Specialist supports a high-volume customer service and order processing function for a field engineering organization within the materials and structural analysis domain. This role focuses on administrative and sales support activities, including order entry, purchase order handling, and issuing quotes, rather than traditional call center work. The specialist processes part orders and service requests, manages pricing and billing details, and collaborates closely with engineers and internal teams to ensure customer needs are met accurately and promptly.

Responsibilities

Accurately process high volumes of part orders and service requests, including part location and price determination, and ensure all information is entered correctly into the system.Prepare accurate pricing for part orders and returns by considering foreign currency conversion rates, contract type and coverage, special customer discounts, part type category, and input from field service engineers regarding the reason for part issues.Ensure correct 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 system issues, and preferred carriers, balancing cost, speed, and customer requirements.Issue quotes for parts sales as requested by customers and field service engineers, ensuring all pricing, terms, and conditions are accurate and clearly documented.Maintain detailed and accurate records related to customer returns, deliveries, order changes, pricing adjustments, and return credit issues.Act as a liaison with Accounts Receivable to research, identify, and resolve billing issues, ensuring timely and accurate invoicing.Support a steady flow of email communication by responding promptly and professionally to inquiries from customers, engineers, and internal teams.Provide administrative support to the sales and operations team, including order processing, purchase order handling, and general clerical tasks.Participate in improvement initiatives and team-building activities within customer service and across functional areas to enhance processes and collaboration.Consistently communicate with customers, peers, and internal team members in a helpful, friendly, and professional manner.Maintain a high level of accuracy and attention to detail in all data entry, documentation, and order management activities.Manage multiple tasks simultaneously in a fast-paced environment while meeting deadlines and maintaining quality standards.Support team operations by assisting with dispatch, logistics coordination, and inbound customer requests as needed.

Essential Skills

Experience in order entry, order processing, and administrative support in a high-volume environment.Experience with purchase orders, issuing quotes, and sales administration activities.Customer service experience, preferably supporting field service or technical service operations.Proficiency with Microsoft Office, including moderate skills in Excel and Word.Strong typing and 10-key speed and accuracy.Outstanding problem-solving abilities with strong follow-through and attention to detail.Ability to multi-task effectively in an extremely fast-paced environment.Strong organizational skills and the ability to manage high volumes of orders and requests.Professional written and oral communication skills with a helpful, friendly, and courteous approach.Ability to maintain professionalism and composure under pressure.Self-motivation with a strong team and customer orientation.Typically requires a university degree and 1–2 years of experience in a high-volume field service call center or similar environment.Reliable attendance and the ability to meet schedule requirements.

Additional Skills & Qualifications

Experience in dispatch, logistics, or call coordination in a service or support environment.Experience in call center or customer support roles handling inbound calls and email inquiries.Experience with SAP or similar enterprise resource planning (ERP) systems for order and data entry.Experience with Access databases or similar tools for data management.Familiarity with cost of goods sold (COGS) accounts, service types, and service areas.Prior experience working closely with field service engineers or technical teams.Comfort working with foreign currency conversion and contract-based pricing.Strong clerical and data entry skills with a focus on accuracy and completeness.Demonstrated ability to contribute to process improvement and team-building initiatives.

Work Environment

The role is based in a corporate office environment rather than a traditional call center. The team consists of approximately 5–6 people across sales and operations, fostering a collaborative culture with strong tenure and a supportive atmosphere. New hires train on-site full time for the first two weeks and then transition to a hybrid schedule with three days in the office and two days working from home, subject to business needs. It is important that the specialist has a dedicated workspace at home to support productivity and focus. The position follows a Monday through Friday schedule, with training hours typically from 8:00 a.m. to 5:00 p.m. for the first 2–3 months, and some flexibility in start times after training. The role involves extensive use of Microsoft Office, SAP, email, and other corporate systems in a professional, business-oriented setting.

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\n classification and length of employment. Benefits are subject to change and may be\n subject to specific elections, plan, or program terms. If eligible, the benefits\n available for this temporary role may include the following:\n\n
• Medical, dental & vision\n
• Critical Illness, Accident, and Hospital\n
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available\n
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)\n
• Short and long-term disability\n
• Health Spending Account (HSA)\n
• Transportation benefits\n
• Employee Assistance Program\n
• 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 20, 2026.

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\n\nAbout Aston Carter:\n

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.

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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.

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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.

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