Job Description

The Administrative Clerk – Order Entry & Order Management is responsible for accurately processing customer orders, supporting quoting activities, and coordinating information between departments to ensure efficient workflow and customer satisfaction. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced environment. The Administrative Clerk contributes directly to order accuracy, customer experience, and operational effectiveness.

Responsibilities

• Accurately enter orders for parts, projects, and service requests into the ERP or order management system
• Verify pricing, product codes, quantities, lead times, and special instructions
• Maintain organized order documentation
• Prepare and assist in issuing quotes for parts, small projects.
• Review customer requests to ensure accurate quoting
• Follow up on quote status and convert approved quotes into orders
• Prepare customer invoices for parts, projects, and service
• Ensure accuracy of labour, materials, and additional charges
• Respond to inquiries regarding orders, pricing, availability, and delivery
• Provide timely order status updates
• Assist Purchasing with creating purchase orders and communicating with suppliers
• Provide backup coverage for procurement tasks
• Ensure accurate information flows between departments
• Maintain filing systems and documentation
• Prepare reports, spreadsheets, and summaries
• Perform routine office duties such as scanning and emailing

Qualifications

• High school diploma required; post-secondary education preferr ed
• 2+ years experience in order entry, administration, or customer service
• Experience using an ERP systems