Parts Order Entry Specialist

Parts Order Entry Specialist

The Parts Order Entry Specialist is responsible for the accurate and timely entry and processing of customer parts orders. This position reviews customer purchase orders and related documentation, verifies part numbers, pricing, quantities, delivery requirements, and other order details, and coordinates with customers, sales representatives, and internal departments to resolve missing, unclear, or conflicting information. The Parts Order Entry Specialist plays an important role in ensuring orders are processed correctly the first time, supporting timely fulfillment, and providing a positive customer experience.

Duties and Responsibilities

• Accurately and efficiently enter customer parts orders into the company's ERP system.
• Review of 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.
• Make every effort to 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 (scrap/rework, transportation, motion, waiting, inventory, over production, over processing, and under-utilization of people). Uses systemic thinking by seeing processes from end to end and works to challenge the status quo to eliminate the root cause of problems. Is involved in individual and/or team activities that involve using Lean tools and concepts to improve the flow of information and material.
• 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.