Order Entry Coordinator

Order Entry Coordinator

As an Order Entry Coordinator, you will be responsible for providing accurate and efficient sample receiving information and communications to clients, while proposing improvements. This role involves a significant amount of data entry and document management, as well as client correspondence via email and phone. Responsibilities include :

Perform data entry and document management with high attention to detail.

Correspond with clients via email and handle approximately 5-12 client calls weekly.

Monitor client requests and organize the receiving process from initial communication to LIMS login of samples.

Verify and document information within the Labworks system.

Generate unique sample ID numbers in the login systems following SOPs using LIMS software and SAP system.

Communicate necessary information with lab staff to ensure streamlined workflow.

Generate and verify quotes to provide accurate pricing information to clients.

Communicate with clients about the login status of submitted samples while maintaining confidentiality.

Coordinate sample shipments to external third-party laboratory services.

Provide excellent customer service and respond to inquiries about services and turnaround times.

Maintain client files and detailed records of communications.

Report LIMS and data tracking issues to the Supervisor.

Contribute to continuous improvement of customer service processes.

Participate in internal and external training and professional meetings.

Support other customer service roles as needed.

Perform other duties as assigned by the Supervisor.

Essential Skills :

Strong administrative support skills.

Proficiency in data entry and customer service.

Experience with SAP and Microsoft Office.

Attention to detail and quality of work.

Effective time management skills.

Experience in successful client communication.

Ability to handle deadlines.

Additional Skills & Qualifications :

High school diploma with six months to one year of office experience in roles such as administrator or office coordinator, data entry, or customer service.

Interest in working within a scientific industry.

High emotional intelligence and cultural awareness.

Experienced user of MS Office and Adobe Acrobat.

Work Environment :

The team consists of two leads, one for receiving and one for reporting, with two team members on the customer service receiving team and one on the reporting team. You will be the sixth team member. The work environment is fairly quiet yet approachable, promoting team-building activities and monthly events to foster appreciation and camaraderie. The office is closed on major holidays, including Christmas and New Year's Eve.

Job Type & Location :

This is a Contract position based out of Portland, Oregon.

Pay and Benefits :

The pay range for this position is $20.00 - $20.00 / 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 Portland, OR.

Application Deadline :

This position is anticipated to close on Nov 1, 2025.

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.