Order Entry Specialist

Inside Sales Coordinator

Job Type: Full-Time

Work Arrangement: Remote / Outsourced

Industry: Construction / Building Products

About the Role

We are seeking a detail-oriented Inside Sales Coordinator to support U.S.-based construction operations. This role focuses on job entry, proposal preparation, community setup, data accuracy, and coordinating with internal teams to ensure jobs are processed accurately and on time.

Key Responsibilities

Job Entry & Validation

• Enter 100+ jobs per week into Microsoft Dynamics using purchase orders, plans, and community specifications.
• Verify models, pricing, materials, colors, quantities, and product details.
• Cross-check job information against approved documents and specifications.
• Upload and maintain purchase orders, color sheets, and supporting documentation.

Proposal & Community Setup

• Convert Excel pricing data into client-ready proposals using Word templates.
• Review proposals for accuracy, completeness, and proper formatting.
• Input and maintain community information across required systems.
• Complete community setups within 5 business days of notification.

CRM & Systems

• Maintain accurate customer and job information in XPO CRM and Microsoft Dynamics.
• Keep records organized and up to date for tracking and reporting.
• Use established systems to document and track job-related issues.

Discrepancy Resolution

• Identify discrepancies involving models, pricing, materials, colors, quantities, or specifications.
• Coordinate with Inside Sales and Estimating teams to resolve issues.
• Support ETO (Emergency Take Off) requests for missing or incorrect models.
• Escalate unresolved issues as needed and ensure approval before finalizing jobs.

Qualifications

• 2+ years of experience in inside sales, sales coordination, order entry, data entry, construction administration, or a related field.
• Construction, homebuilding, building products, or trade-related experience preferred.
• Experience with Microsoft Dynamics, XPO CRM, or similar CRM/ERP systems preferred.
• Strong Excel and Microsoft Office skills.
• Excellent attention to detail and document review skills.
• Strong organizational and time-management abilities.
• Ability to identify discrepancies and follow established processes.
• Strong written and verbal English communication skills.
• Comfortable managing high-volume work while meeting strict deadlines.
• Able to work independently and collaborate with U.S.-based teams.

Work Environment

• Fully remote / outsourced position supporting U.S.-based operations.
• Fast-paced, deadline-driven environment.
• Requires strong accuracy, accountability, and follow-through.
• Must be available to work U.S. business hours.