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