Sales Order Entry & Administrative Coordinator

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

Sales Order Entry/Invoicing & NetSuite Management

• 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
• Formal NetSuite training
• Experience with invoicing, accounts receivable support, or basic bookkeeping
• Familiarity with shipping carriers and freight logistics documentation

Compensation & Benefits

• 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

Pay: $22.50 - $32.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person