Sales Order Entry & Administrative Coordinator

Q.I. Medical, Inc.; Mukilteo (WA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) match

Paid time off

Paid holidays

NetSuite training

Friendly, collaborative team

Job summary

Q.I. Medical, Inc. in Mukilteo, WA seeks a detail-oriented Sales Order Entry & Administrative Coordinator to join our on-site team. This role bridges sales, customers, and internal departments, emphasizing accurate NetSuite order entry and efficient office support.

You will manage orders, invoicing coordination, and cross-team communication, while handling calendar management and document preparation. On-site position with growth opportunities in a manufacturing environment.

Qualifications

• 2+ years of experience in sales order entry, order management, or a related operations role.
• Prior experience in a manufacturing, distribution, or wholesale environment.
• Hands-on ERP experience with sales orders, invoicing, and customer records.
• Proficient with Microsoft Office Suite and data entry accuracy.

Responsibilities

• Enter and process customer sales orders in NetSuite ERP accurately and timely.
• Review orders for completeness, pricing accuracy, inventory availability, and allocation.
• Coordinate with sales, shipping, and accounting to resolve invoicing issues.
• Manage order lifecycle from entry through fulfillment and shipment confirmation.
• Coordinate with warehouse and shipping to ensure on-time fulfillment.
• Process returns, credits, and order amendments as needed.
• Run NetSuite reports (open orders, aging, status) and maintain customer records.

Skills

Attention to detail

Communication

Multitasking

Data entry

Education

High school diploma or equivalent

Associate or Bachelor's degree (preferred)

Tools

NetSuite ERP

Microsoft Office

Job description

We are seeking a detail-oriented and highly organized Sales Order Entry & Administrative Coordinator to join our team in Mukilteo, Washington. This full-time, on-site role is central to our daily operations, serving as the bridge between our sales team, customers, and internal departments. The ideal candidate brings hands‑on experience with NetSuite ERP — particularly sales order entry, and fulfillment workflows — combined with strong administrative and communication skills.

Key Responsibilities

• Accurately enter and process customer sales orders in NetSuite ERP in a timely manner
• Review orders for completeness, pricing accuracy, inventory availability, and order allocation.
• Reconcile invoicing discrepancies and coordinate with sales, shipping, and accounting teams to resolve issues.
• Manage order lifecycle from entry through fulfillment and shipment confirmation
• Coordinate with warehouse and shipping teams to ensure on‑time order fulfillment
• Process returns, credits, and order amendments as needed
• Run and distribute standard NetSuite reports (open orders, aging, order status)
• Maintain accurate customer records within NetSuite

Administrative & Office Support

• Answer and direct incoming phone calls in a professional and courteous manner
• Serve as a primary point of contact for customer inquiries regarding order status, shipping, and billing
• Manage incoming and outgoing mail, email correspondence, and digital filing systems
• Assist with scheduling, meeting coordination, and calendar management for management team
• Prepare and format documents, reports, and presentations as requested
• Order and maintain office supplies; coordinate with vendors as needed
• Support cross‑functional teams with general administrative tasks and special projects

Qualifications

Required

• 2+ years of experience in sales order entry, order management, or a related operations role
• Prior experience in a manufacturing, distribution, or wholesale environment
• Demonstrated hands‑on experience with ERP — specifically sales orders, invoicing, and customer records
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook)
• Excellent data entry skills with a high degree of accuracy and attention to detail
• Professional phone presence and strong written and verbal communication skills
• Ability to manage multiple priorities in a fast‑paced environment
• High school diploma or equivalent required

Preferred

• Associate or bachelor's degree in business administration or related field
• Basic Bookkeeping or accounting knowledge
• Experience with invoicing, accounts receivable support, or basic bookkeeping
• Familiarity with shipping carriers and freight logistics documentation
• Competitive base pay commensurate with experience
• Health, dental, and vision insurance
• 401(k) with employer match
• Paid time off (PTO) and paid holidays
• Opportunities for professional development and NetSuite training
• Friendly, collaborative team environment

We are an Equal Opportunity Employer and value diversity in our workforce.