Order Entry Coordinator

ORDER ENTRY COORDINATOR OPENING!Join a professional lab environment where you’ll play a key role in tracking and managing sample data while building valuable office skills. If you enjoy organized work, working with systems, and being part of a collaborative team—this is a great opportunity to grow your career.

Job Description

The Order Entry Coordinator accurately manages sample receiving information and client communications, ensuring all data is entered, documented, and processed efficiently and on time. This role focuses heavily on data entry and document management while also serving as a key point of contact for clients, laboratories, and internal teams to support smooth sample processing and exceptional customer service within a scientific environment.

Responsibilities

• Provide accurate, efficient, and timely sample receiving information and communications to clients, while proactively proposing improvements to existing processes.
• Perform data entry and document management activities for approximately 75% of the role, ensuring high attention to detail and data accuracy in all systems and records.
• Correspond with clients primarily via email and by making or receiving approximately 5–12 calls per week to update them on laboratory-related information and sample status.
• Monitor client requests and organize the sample receiving process from initial communication through to Laboratory Information Management System (LIMS) login of samples, ensuring all steps are completed accurately.
• Reach out to clients when information is missing and coordinate with laboratory staff on behalf of clients, primarily via email, to ensure all requirements for testing are met.
• Generate unique sample ID numbers in the login systems by following Standard Operating Procedures (SOPs) using LIMS software and SAP, ensuring consistency and traceability.
• Generate quotes when directed and verify previous quotes to ensure clients receive accurate pricing information based on their requests and sample submission forms.
• Prepare and send sample receipt emails to clients and communicate the login status of submitted samples while adhering to confidentiality policies.
• Collaborate with Accounting to confirm quoted client testing prices and client purchase order information, ensuring billing details align with agreed terms.
• Coordinate sample shipments to external third-party laboratory services as needed, ensuring proper documentation and tracking.
• Provide customer service to current and prospective clients by answering general inquiries about services, turnaround times, and receipt emails, escalating issues to leadership when appropriate.
• Consult with the Supervisor and/or Sales and Marketing leadership for responses to complex or sensitive client inquiries as needed.
• Maintain organized client files and detailed records of communications in both hard copy and electronic formats, ensuring information is easily accessible and up to date.
• Update and maintain the sample log consistently, ensuring all sample movements and statuses are accurately recorded.
• Report LIMS issues and data tracking problems to the Supervisor and/or Sales and Marketing leadership to support timely resolution and system reliability.
• Contribute to continuous improvement of customer service processes by proposing and helping implement changes that improve service quality, increase performance, reduce costs, or shorten response times.
• Participate in external professional and technical meetings to stay informed about industry developments and best practices.

Essential Skills

• High school diploma or equivalent education.
• Six months to one year of office experience in roles such as administrator, office coordinator, data entry, or customer service, or an equivalent combination of education and experience.
• Strong attention to detail with a focus on the quality and accuracy of work.
• Effective time management skills and the ability to handle deadlines reliably.
• Demonstrated client communication and customer service experience, including email and phone interactions.
• Administrative work experience involving data entry, document management, and record keeping.
• Interest in working within a scientific industry and supporting laboratory-related processes.
• Experience using Microsoft Office applications, including Word, Excel, and Outlook.

Job Type & Location

This is a Permanent position based out of Portland, OR.

Pay and Benefits

The pay range for this position is $45760.00 - $45760.00/yr.

Benefits: Medical/vision insurance (company covers 100% of EE premium and 90% of dependent and HSA- company covers 100% of premium and contributes to HSA every month), dental insurance, LTD, FSA, supplemental insurance, LegalShield/IDShield, 401(k), PTO, 13 paid holidays, and partnership with Adidas and Columbia employee store. Bonus: Although we can’t guarantee it, at least 10 years we have paid out a bonus every year valued at about a month’s salary. It would be prorated this year since you would be starting part-way through the year, but it would likely be the full amount should the bonus happen again this year.

Workplace Type

This is a fully onsite position in Portland,OR.

Application Deadline

This position is anticipated to close on Jul 16, 2026.

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® Platinum Award 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.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.