Order Entry Specialist

ChemScene LLC; Pennsylvania; Sur place; USD 45 000 - 55 000; Plein temps

Avantages offerts par ce poste

Medical insurance

Dental insurance

Vision insurance

401(k)

Paid time off

Paid holidays

Résumé du poste

ChemScene LLC is hiring an Order Entry Specialist to own the accuracy of incoming orders, turning POs into clean, shippable sales orders across email, web, and e-procurement channels. You will verify line items and ensure compliance for regulated shipments.

This hands-on role requires attention to detail, ERP familiarity, and clear written English to support fast, reliable order processing and weekly reporting.

Qualifications

• 1–3 years in order entry, order management, or customer service.
• Genuinely high attention to detail with alphanumeric catalog numbers and CAS numbers.
• Solid Excel skills: VLOOKUP, XLOOKUP, pivots.
• Ability to learn an ERP system quickly and follow its rules.
• Clear, professional written English in email communication.
• Ownership mindset and proactive information chase.

Responsabilités

• Enter customer POs into the order system same business day from email, web store, and e‑procurement transmissions.
• Verify line items: catalog number, CAS number, package size, quantity, unit price, discount, lead time, Incoterms.
• Check stock across US and China, manage backorders and substitutions.
• Identify regulated/hazardous items and gather required documentation before warehouse release.
• Send order confirmations and coordinate with warehouse/logistics on shipping updates.
• Maintain notes on orders for traceability.
• Resolve discrepancies and escalate unresolved cases.
• Support weekly and month-end reporting on open orders and backorders aging.

Connaissances

Attention to detail

Excel

Written English

ERP systems

Ownership mindset

Formation

Bachelor's degree in life sciences

Outils

NetSuite

SAP

ERP

Description du poste

ChemScene supplies building blocks, intermediates and bioactive compounds to pharmaceutical, biotech and academic research customers worldwide. We carry a catalog of 500,000+ compounds, stock fast-moving products in our US warehouse, and ship everything from a single 100 mg vial to bulk kilogram quantities. Our order desk is where every one of those shipments starts.

The Role

We're hiring an Order Entry Specialist to own the accuracy of our incoming orders. You'll be the person who turns a customer's PO — arriving as an email attachment, a web order, or an e-procurement transmission — into a clean, correct, shippable sales order. It's detail work that directly affects whether a scientist gets the right compound, at the right purity, on the right day.

This is a hands‑on operations role with real ownership. If you like closing loops and hate loose ends, you'll do well here.

What You'll Do

• Enter customer purchase orders into our order system — same business day — from email, our web store, and cXML / PunchOut orders coming in through e‑procurement platforms (Ariba, Coupa, Jaggaer)
• Verify every line before it's released: catalog number, CAS number, package size, quantity, unit price and contract discount, lead time, ship-to / bill-to, payment terms and Incoterms
• Check availability against both US warehouse stock and China stock; flag backorders early and work with Sales on substitutes, alternate pack sizes or split shipments
• Identify regulated and hazardous items — DEA‑controlled substances, DOT/IATA hazmat, cold‑chain and dry‑ice shipments — and make sure required documentation and end‑use statements are collected before the order goes to the warehouse
• Send order confirmations, and coordinate with warehouse and logistics on shipping confirmations and tracking updates
• Maintain customer‑facing and internal notes on each order so anyone picking it up knows exactly where it stands
• Resolve discrepancies fast — PO price vs. quoted price, wrong pack size, duplicate POs, short shipments — and elevate what you can't close
• Support weekly and month‑end reporting: open order report, backorder aging, data cleanup

What We're Looking For

• 1–3 years in order entry, order management, customer service, or inside sales support — distribution, life sciences or manufacturing preferred
• Genuinely high attention to detail. You can work all day with long alphanumeric catalog numbers, CAS registry numbers and unit conversions (mg / g / kg, mL / L) without transposing a digit
• Solid Excel: VLOOKUP/XLOOKUP, pivot tables, sorting and reconciling lists of a few thousand rows
• Comfortable learning an ERP / back‑office system quickly and working inside its rules
• Clear, professional written English — most of your customer contact is by email
• An ownership mindset: when information is missing, you chase it down rather than letting the order sit

Nice to Have

• Chemistry, biology or pharmacy coursework or background — you already know what a CAS number, a purity spec and a package size mean
• Experience with NetSuite (a real plus), SAP, or a comparable ERP
• Experience with e‑procurement portals (Ariba, Coupa, Jaggaer, SciQuest) or EDI / cXML PunchOut order flows
• Bilingual English / Mandarin — we work daily with a China‑based supply and sourcing team
• Any exposure to hazmat / dangerous goods shipping or DEA‑controlled substance compliance

What We Offer

• $50,000 base, commensurate with experience
• Medical / dental / vision, 401(k), PTO and paid holidays
• A small team where your work is visible, and a clear path into order management, procurement, or customer success
• Training on the chemistry side — we don't expect you to arrive knowing our catalog