Receptionist/Data Entry Administrator

The Receptionist / Data Entry Administrator is responsible for accurately entering all purchase orders (POs) and change orders (COs) received from customers, ensuring data integrity and timely processing to support customer requirements. This position also serves as the first point of contact for visitors and callers, providing professional front-desk reception and administrative support. Attention to detail, multitasking, and strong communication skills are essential for success in this role.

Data Entry & Order Processing

• Accurately enter all purchase orders and change orders received from customers through various platforms (ESIS, Exostar, fax, hard copy, mail, email, or customer portals).
• Scan and save all POs/COs in appropriate folders for record keeping and order shipment.
• Confirm lead times and pricing upon entry; promptly communicate any discrepancies or issues to the Contracts Administrator.
• Assist in scanning Pos, Pack slips and work orders to support the Scanning Clerk.
• Update of existing Vendor POs confirmation date within ERP system as directed by Supply Chain

Reception & Administrative Support

• Answer and direct incoming calls to the appropriate point of contact.
• Greet and announce visitors, vendors, and employees in a professional manner.
• Distribute voice mails and incoming mail; prepare outgoing mail daily.
• Assign visitor identification badges; maintain visitor log.
• Maintain and schedule conference room usage.
• Distribute PPE as needed.
• Assist with setup and cleanup for meetings and events.
• Responsible for unlocking and locking front doors daily.
• Perform other duties as assigned.

Qualifications:

• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Working knowledge of MRP systems and basic understanding of order entry processes.
• Strong attention to detail, accuracy, and organizational skills.
• Excellent written and verbal communication skills.
• Ability to multitask and work effectively in a fast-paced environment.
• Professional demeanor with a customer service-oriented attitude.

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Language Ability:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Word, Microsoft Excel, Microsoft Excel, Microsoft Outlook and Internet software.

Education/Experience:

• High school diploma or equivalent required; Associate degree preferred.
• Previous experience in administrative, data entry, or customer service roles preferred.
• Experience in a manufacturing or aerospace environment a plus.

Knowledge, Skills, and Other Abilities:

• Strong written and verbal communication skills.
• Proficient in keyboarding and general administrative tasks.
• Knowledge of basic accounting and office procedures.
• Excellent attention to detail, organization, and prioritization.
• Ability to multitask and work independently with minimal supervision.
• Professional, respectful, and friendly demeanor with a positive attitude.
• Demonstrates reliability, strong work ethic, and commitment to teamwork.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands, and talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 15 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.