Data Entry Specialist

The Data Entry Specialist is responsible for supporting sales, service, and accounting teams through accurate data entry, transaction processing, and customer-facing administrative support. This role requires strong NetSuite experience, high attention to detail, and the ability to manage multiple workflows efficiently. The ideal candidate is organized, dependable, and comfortable handling a high volume of system-based tasks with accuracy.

Key Responsibilities

Order & Quote Processing

• Convert approved quotes into Sales Orders, Projects, Cases, Tasks, Schedules, and Parts Orders within NetSuite
• Ensure all order data is entered accurately and in compliance with internal procedures
• Provide temporary time extension codes for customer equipment as authorized

Invoicing & Financial Administration

• Process invoice requests in NetSuite
• Print and email invoices to customers
• Send credit card authorization forms to customers and accounting when required
• Coordinate with accounting to ensure proper documentation and processing

Service & Case Management

• Create service cases and tasks for onsite service visit requests (no troubleshooting required)
• Route cases and tasks to the appropriate local office or service team
• Generate, print, and email service reports to customers

Scheduling & Technician Support

• Review the service schedule board to track technician status
• Respond to technician status inquiries or forward requests to the appropriate local office
• Provide customers with schedule updates as needed

Customer & Internal Support

• Act as a point of contact for administrative service and billing inquiries
• Maintain clear, professional communication with customers and internal teams
• Ensure documentation and records are complete, accurate, and up to date

Required Qualifications

• Strong NetSuite experience (sales orders, cases, projects, invoicing, and reporting)
• Exceptional data entry skills with a high level of accuracy and attention to detail
• Experience in order processing, service administration, or operations support
• Proficiency with Microsoft Office or Google Workspace
• Strong organizational and time-management skills
• Ability to handle repetitive, detail-oriented tasks in a fast-paced environment

Preferred Qualifications

• Experience supporting service or field operations teams
• Familiarity with scheduling boards or service management workflows
• Prior experience in a multi-department administrative or operations role