Order Entry Specialist

Do you enjoy serving as the trusted point of contact between customers, sales, and operations to deliver a world‑class customer experience in a fast‑paced environment?

Job Title:

Order Entry Administrator Job Description The Order Entry Administrator manages end-to-end order processing and fulfillment activities while delivering a world-class customer service experience to both internal and external customers. In this role, you serve as a key liaison between customers, Sales, Operations, and cross-functional teams to ensure timely, accurate, and compliant shipment of orders that are critical to patient therapy. You oversee the full lifecycle of sales and service orders, from initial review and entry through shipment and delivery notification, supporting both domestic and international shipments. Responsibilities Provide a world-class customer service experience to internal and external customers throughout the order lifecycle. Process all orders from initial review and verification through order entry into Great Plains and completion of purchase order receipt and shipping transactions in Oracle. Manage and process internal in-service and service order requests, including service depot, evaluation, and demo orders. Drive the order fulfillment process as the primary liaison between customers and internal resources to ensure timely delivery of orders. Collaborate with Operations to expedite parts or materials required to meet customer delivery requirements and timelines. Prepare all documentation required to ship orders domestically and internationally in compliance with applicable regulations. Send delivery notifications and shipment confirmations to internal stakeholders and external customers as required. Coordinate shipments with freight forwarders to ensure accurate, timely, and compliant transport of goods. Act as a primary point of contact for order-related inquiries and issues, engaging appropriate internal resources to resolve problems promptly. Update and maintain order management process documentation to reflect current procedures and best practices. Research, maintain, and update customer records and installed base information as necessary to ensure data accuracy. Track, prioritize, and follow up on orders using strong organizational and project coordination skills to meet deadlines and service expectations. Support packaging and preparation of shipments in accordance with hazardous materials or dangerous goods requirements when applicable. Essential Skills 2+ years of sales order administration or order fulfillment experience. 1+ years of export experience preferred, with working knowledge of U.S. export regulations and international regulatory requirements. Proficiency in order management and order entry processes. Experience using Great Plains software for order entry. Experience with shipping transaction processing in Oracle or similar ERP systems. Strong customer service skills with the ability to communicate clearly and professionally. Solid Microsoft Excel skills for tracking, reporting, and managing order data. Organizational and project coordination skills for effective order tracking and prioritization. Prior certification or knowledge of hazardous material or dangerous goods shipments, or the ability to obtain certification quickly. Ability to coordinate with freight forwarders and understand shipping documentation requirements. Strong problem-solving skills and the ability to act as a reliable point of contact for order-related issues. Additional Skills & Qualifications Strong work ethic with flexibility around scheduling and overtime when needed. Team-oriented mindset with the ability to collaborate effectively across departments. Ability to work independently while managing multiple tasks and deadlines. Excellent verbal and written communication skills for interacting with customers and internal stakeholders. Attention to detail when reviewing orders, preparing documentation, and updating records. Willingness to obtain hazardous materials or dangerous goods shipment certification within a short timeframe if not already certified. Comfort working with purchase orders, packaging requirements, and export documentation. Adaptability to a fast-paced environment with changing priorities. Work Environment This position operates in a professional office and operations environment focused on order fulfillment and customer support. Typical hours are an 8-hour shift between approximately 7:30 a.m. and 4:30 p.m., with some flexibility as long as core business needs are met. Occasional overtime of 10 or more hours per day and some Saturday hours may be required based on business demands. The facility remains open most days of the year and is only closed on Christmas Day and New Year's Day. You will work with systems such as Great Plains, Oracle, and Microsoft Excel, and coordinate with freight forwarders and internal Operations teams. The environment supports training for hazardous materials and dangerous goods shipping requirements, and emphasizes teamwork, reliability, and high-quality customer service. Job Type & Location This is a Contract to Hire position based out of San Jose, CA. Pay and Benefits The pay range for this position is $24.00 - $28.00/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 onsite position in San Jose,CA.

Application Deadline This position is anticipated to close on May 11, 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 astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.