Order Entry Specialist

OVERALL RESPONSIBILITIES: The Order Entry Specialist is responsible for the accurate and timely entry of complex technical orders into the ERP system. This role requires a high degree of attention to detail to verify that technical specifications, quantities, and pricing align with engineering standards and customer requirements

MAJOR DUTIES AND RESPONSIBILITIES:

• Input customer orders, including detailed part numbers, dimensions, and material specifications, into the company’s ERP system
• Review and "scrub" incoming orders for technical accuracy. You are the final check to ensure that the selected options
• Review the Bill of Materials (BOM) for accuracy, ensuring all subassemblies and components are correctly listed for the engineering and productions teams.
• Utilize proprietary selection software to "build" custom unit configurations. This involves translating sales quotes into precise, buildable Bills of Materials (BOM) that the production team can follow without ambiguity.
• Proactively identify "technical mismatches" (e.g., incompatible electrical phases or physical footprint constraints). You will collaborate with Sales and Product Engineers to resolve these discrepancies before the order is released.
• Coordinate the generation of technical submittals and performance data sheets. You ensure the customer receives an accurate representation of the specific equipment being manufactured for their project.
• Act as a bridge between Sales, Engineering, and Production to resolve discrepancies in order technicalities or lead times.
• Monitor the "order-to-production" lifecycle to identify bottlenecks. You ensure that orders requiring special engineering (ETOs) move through the approval process quickly to maintain delivery timelines.
• Process “Change Orders” by updating existing entries and communicating the impact on timelines to the relevant departments.
• Maintain digital and physical archives of engineering submittals, quotes, and final order confirmations.
• Maintain the accuracy of the ERP and Product Database, ensuring that any "Change Orders" are reflected across all systems to prevent costly manufacturing errors or shipping delays.
• Monitor the “order-to-release cycle to ensure that engineering approvals are moving through the system to meet customer delivery dates.
• Required to follow verbal and written instructions.
• Maintains safe and clean work environment
• Perform all duties following all safety processes, procedures, and guidelines
• Assist in other departments and areas as required to meet company and production goals.
• Other duties as requested by management

REQUIRED EDUCATION:

• High School Diploma or GED equivalent is required.
• 2-4 years of experience in technical order entry, preferably in a manufacturing or HVAC environment.

REQUIREMENTS/SKILLS:

• The ability to be trained in other areas.
• Must be able to follow all safety procedures and company guidelines at all times.
• Ability to read and interpret basic engineering drawings, submittals, or technical spec sheets.
• Ability to follow the work schedule, based on production and business needs.
• Demonstrates ability to work effectively in a fast-paced and rapidly changing environment
• Demonstrate good written and verbal communication skills in English
• Must be able to understand and follow safety directions
• Advanced skills in ERP/MRP systems and Microsoft Excel.
• Highly proficient with Microsoft Office Suite or related software.
• Strong written and verbal skills for explaining technical order issues to non-technical departments.
• Prolonged periods of sitting at a desk working on computers.