Parts Order Entry Specialist

Duties and Responsibilities

• Accurately and efficiently enter customer parts orders into the company's ERP system.
• Review customer purchase orders and related documentation for completeness and accuracy.
• Verify customer information, part numbers, descriptions, quantities, pricing, shipping addresses, requested delivery dates, freight terms, and payment terms.
• Identify missing, unclear, or conflicting order information and coordinate with customers, sales representatives, and internal departments to obtain clarification.
• Confirm that pricing and terms are consistent with quotations, contracts, and established customer agreements.
• Provide order acknowledgments and communicate relevant order information to customers and sales representatives.
• Process order changes, cancellations, and other updates accurately and promptly.
• Maintain accurate customer, order, and communication records in the company's ERP and CRM systems.
• Monitor assigned orders and follow up on outstanding information that may delay order processing.
• Coordinate with Planning, Purchasing, Engineering, Finance, Shipping, and other departments as needed to support accurate and timely order fulfillment.
• Respond to customer and internal inquiries regarding parts orders, order status, pricing, and availability.
• Escalate pricing discrepancies, credit issues, delivery concerns, and other exceptions to the appropriate department for resolution.
• Follow established procedures for parts order entry, document control, data accuracy, and record retention.
• Protect customer and company information and maintain appropriate confidentiality.
• Participate in individual and team improvement activities related to parts order processing, technical support, and customer service.
• Focus on doing-it-right to make sure the customer is happy or satisfied with our units.
• Provide value to our customers by using Lean tools and concepts to identify and eliminate waste in all forms; use systemic thinking by seeing processes from end to end and challenge the status quo to eliminate the root cause of problems.
• Perform other relevant duties as assigned by the supervisor and/or manager.

Key Performance Metrics

• Parts order accuracy
• Order-entry turnaround time
• Completeness and validity of entered orders
• Timely resolution of missing or conflicting order information
• Number of orders requiring correction or rework
• Adherence to established procedures and service standards
• Customer and internal-team satisfaction

Physical Requirements

• Ability to sit for extended periods
• Ability to work regularly on a computer
• Ability to perform repetitive keyboarding and data-entry tasks

Minimum Requirements

• Associate's degree in business, supply chain, or a related field preferred.
• Previous experience in order entry, customer service, parts administration, or a similar administrative role preferred.
• Experience working in a manufacturing environment preferred.
• Experience using an ERP or order-management system preferred. Epicor ERP experience is a plus.
• Strong attention to detail and commitment to data accuracy.
• Strong organizational and time-management skills.
• Clear written and verbal communication skills.
• Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.
• Ability to review detailed purchase orders and identify missing or inconsistent information.
• Ability to manage multiple priorities and meet processing deadlines.
• Ability to work independently while collaborating effectively with customers and internal departments.
• Ability to remain accurate and organized in a fast-paced environment.