Order Entry Specialist Job Description, Duties, and Responsibilities

Updated on: April 9, 2022

An order entry specialist works directly with customers in order to ensure timely order processing.

The primary work of a person in this position is to ensure that orders are punched accurately.

In addition, an order entry specialist ensures that correct information is established with regard to orders.

Order Entry Specialist Qualifications

Working as an order entry specialist does not require more than a high school diploma or a GED equivalent. However, typing speed and accuracy are an absolute must.

If you want to work in this role, it is essential that you possess exceptional skills in establishing correct information. Setting up orders and assigning appropriate order dates is another area that you need to be exceptional in.

While working as an order entry specialist, one has to be careful from all ends. It means that good organizational skills are required. Moreover, one must be able to check his or her work properly.

Also, you will need to ensure that records are timely updated.

Here is a list of duties that you will be performing in this role:

Order Entry Specialist Duties and Responsibilities

• Check order sheets in order to determine order entry work processes.
• Respond to questions over the telephone.
• Obtain information such as name, address, and contact numbers.
• Listen intently to customers over the phone to determine their order details.
• Pen down order details.
• Punch orders into the system, after ensuring their accuracy.
• Check punched in order to ensure consistency.
• Ensure that customers are provided with order confirmation notices.
• Set up orders to ensure that they are processed timely.
• Provide customers with information such as order update times.
• Monitor worklists.
• Oversee the work of order entry interns.
• Maintain accurate information.
• Review and update systems according to specifications.
• Download and prepare work orders for offshore companies.
• Contact vendors to determine order statuses.
• Create, route, and manage the flow of new customer orders.
• Change orders for approval or acceptance.
• Oversee tasks such as order cancellations and refunds.
• Perform suggestive selling duties to meet sales goals.
• Analyze customers’ situations, and determine the capacity for further buying.
• Provide backup to order management systems.
• Monitor order progress.
• Oversee import and export compliance for international orders.
• Initiate repair and maintenance orders, or those for aftersales services.
• Create and maintain daily reports, for example, shipment documents, and invoices.
• Follow up with customers in order to ensure that timely delivery, and obtain feedback.

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