Order Entry Customer Service Assistant Jobs in Wisconsin

OVERVIEW

This position supports customer service and administrative operations by accurately entering and maintaining customer orders, communicating order information, and coordinating customer requirements with internal departments. The role is responsible for maintaining clear, timely communication and helping ensure orders move from receipt through fulfillment with complete and accurate information.

Summary: Perform order entry, customer communication, data maintenance, and administrative support activities that promote accurate order processing and a positive customer experience.

ESSENTIAL DUTIES & RESPONSIBILITIES

Order Entry & Administration

• Receive customer purchase orders and order requests through approved communication channels.
• Enter customer orders accurately and promptly into the company’s order management or computer system.
• Review orders for complete item information, quantities, requested dates, delivery locations, pricing, and special instructions.
• Direct order paperwork and supporting information to the appropriate internal departments.
• Process approved order changes, cancellations, and other updates while maintaining accurate records.
• Maintain customer account information, product details, and order documentation in company systems and Microsoft Excel as required.
• Identify incomplete, conflicting, or unusual order information and obtain clarification before releasing the order.

Customer Service & Communication

• Establish and retain working knowledge of company products and service offerings.
• Respond promptly and professionally to current and prospective customer questions, requests, and concerns.
• Provide customers with order confirmations, status updates, and other approved information.
• Follow up with customers as appropriate to confirm satisfaction, respond to questions, and strengthen working relationships.
• Document customer concerns and coordinate resolution with the appropriate sales, production, transportation, quality, or accounting personnel.
• Communicate changes that may affect customer orders or requested delivery timing.

Internal Coordination & General Support

• Relay accurate order and customer information between customers and internal departments.
• Coordinate with the Transportation Coordinator regarding requested delivery dates, delivery appointments, and shipping instructions.
• Support sales and management with customer records, reports, data entry, and administrative requests.
• Assist with daily reception duties alongside other administrative support personnel.
• Perform general administrative duties and support as needed.
• Other duties may be assigned.

ROLE BOUNDARIES

• Primary owner of customer order entry, order documentation, and routine customer order communication.
• Provides complete shipping requirements to transportation but does not own driver dispatching, route planning, or carrier coordination.
• Escalates pricing decisions, significant service issues, and nonstandard customer commitments to the appropriate manager or sales representative.

QUALIFICATIONS & SKILLS

Education & Experience

• Degree from a two-year technical college or equivalent combination of education and relevant experience.

• Three or more years of administrative support, order entry, or customer service experience preferred, ideally in a manufacturing environment.

Communication Skills

• Ability to read and interpret safety rules, instructions, procedure manuals, customer purchase orders, and related documents.
• Strong verbal and written communication skills for effective interaction with customers and internal departments.
• Professional, responsive, and service-oriented approach to customer communication.

Mathematical & Computer Skills

• Ability to add, subtract, multiply, and divide using whole numbers, fractions, and decimals.
• Ability to compute rates, ratios, and percentages.
• Proficient in Microsoft Excel and Word and able to learn other company software programs as required.
• High level of accuracy when entering and reviewing order information.

Reasoning & Organization

• Ability to solve practical problems involving concrete variables in situations with limited standardization.
• Ability to interpret instructions provided in written, oral, diagram, or schedule form.
• Ability to organize work, manage competing priorities, and meet time-sensitive customer requirements.

WORK ENVIRONMENT

• General working conditions are those typically found in an office setting.
• The employee may be exposed to dust particles, and the noise level is usually moderate.
• Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.