Order Entry Specialist

Addison HVAC; Orlando (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

Addison HVAC in Orlando, FL is seeking an Order Entry Specialist to accurately enter complex technical orders into the ERP system, ensuring specifications, quantities and pricing align with engineering standards and customer requirements.

The ideal candidate will scrub incoming orders for technical accuracy, review BOMs, and translate sales quotes into buildable BOMs for production. A high school diploma and 2–4 years in technical order entry in manufacturing or HVAC are preferred.

Qualifications

• High School Diploma or GED required.
• 2–4 years in technical order entry, preferably in manufacturing or HVAC.
• Experience with ERP/MRP systems and Excel strongly preferred.
• Ability to read engineering drawings and submittals.
• Strong written and verbal English communication.

Responsibilities

• Enter complex customer orders with detailed part numbers and specs into ERP.
• Scrub orders for technical accuracy and pricing alignment.
• Review BOMs for subassemblies and components.
• Build custom unit configurations using selection software.
• Identify and resolve technical mismatches with Sales and Engineering.
• Coordinate technical submittals and data sheets for customers.
• Act as liaison between Sales, Engineering, and Production to resolve discrepancies.
• Monitor order-to-production lifecycle and manage change orders.
• Maintain ERP and product database accuracy; archive documents.
• Follow safety procedures and work in a fast-paced environment.

Skills

ERP/MRP systems

Microsoft Excel

English communication

Attention to detail

Data accuracy

Education

High School Diploma or GED

Tools

ERP software

Job description

OVERALL RESPONSIBILITIES: The Order Entry Specialist is responsible for the accurate and timely entry of complex technical orders into the ERP system. This role requires a high degree of attention to detail to verify that technical specifications, quantities, and pricing align with engineering standards and customer requirements

MAJOR DUTIES AND RESPONSIBILITIES:

• Input customer orders, including detailed part numbers, dimensions, and material specifications, into the company’s ERP system
• Review and "scrub" incoming orders for technical accuracy. You are the final check to ensure that the selected options
• Review the Bill of Materials (BOM) for accuracy, ensuring all subassemblies and components are correctly listed for the engineering and productions teams.
• Utilize proprietary selection software to "build" custom unit configurations. This involves translating sales quotes into precise, buildable Bills of Materials (BOM) that the production team can follow without ambiguity.
• Proactively identify "technical mismatches" (e.g., incompatible electrical phases or physical footprint constraints). You will collaborate with Sales and Product Engineers to resolve these discrepancies before the order is released.
• Coordinate the generation of technical submittals and performance data sheets. You ensure the customer receives an accurate representation of the specific equipment being manufactured for their project.
• Act as a bridge between Sales, Engineering, and Production to resolve discrepancies in order technicalities or lead times.
• Monitor the "order-to-production" lifecycle to identify bottlenecks. You ensure that orders requiring special engineering (ETOs) move through the approval process quickly to maintain delivery timelines.
• Process “Change Orders” by updating existing entries and communicating the impact on timelines to the relevant departments.
• Maintain digital and physical archives of engineering submittals, quotes, and final order confirmations.
• Maintain the accuracy of the ERP and Product Database, ensuring that any "Change Orders" are reflected across all systems to prevent costly manufacturing errors or shipping delays.
• Monitor the “order-to-release cycle to ensure that engineering approvals are moving through the system to meet customer delivery dates.
• Required to follow verbal and written instructions.
• Maintains safe and clean work environment
• Perform all duties following all safety processes, procedures, and guidelines
• Assist in other departments and areas as required to meet company and production goals.
• Other duties as requested by management

REQUIRED EDUCATION:

• High School Diploma or GED equivalent is required.
• 2-4 years of experience in technical order entry, preferably in a manufacturing or HVAC environment.

REQUIREMENTS/SKILLS:

• The ability to be trained in other areas.
• Must be able to follow all safety procedures and company guidelines at all times.
• Ability to read and interpret basic engineering drawings, submittals, or technical spec sheets.
• Ability to follow the work schedule, based on production and business needs.
• Demonstrates ability to work effectively in a fast-paced and rapidly changing environment
• Demonstrate good written and verbal communication skills in English
• Must be able to understand and follow safety directions
• Advanced skills in ERP/MRP systems and Microsoft Excel.
• Highly proficient with Microsoft Office Suite or related software.
• Strong written and verbal skills for explaining technical order issues to non-technical departments.
• Prolonged periods of sitting at a desk working on computers.