Order Specialist (Wheeling)

About Us: Swan Analytical USA is the North American subsidiary of Swan Analytical Instruments AG, a global leader in high-performance online analytical instruments for water quality monitoring. Our precision instruments are used in power generation, municipal water treatment, semiconductor manufacturing, and pharmaceutical applications. With Swiss engineering and U.S.-based service and support, Swan is committed to providing trusted, accurate, and reliable solutions to our customers.
Position Overview:The Order Entry Specialist plays a critical role in ensuring the smooth processing of customer orders, from receipt through to fulfillment. This detail-oriented role requires strong organizational skills, accuracy, and communication to manage incoming purchase orders, enter them into our ERP system, and coordinate with internal teams to ensure timely and accurate delivery.
Key Responsibilities:Review and enter customer purchase orders accurately into the ERP system (IFS)Verify order details for accuracy, including pricing, part numbers, terms, and shipping instructionsCommunicate with sales, logistics, and finance teams to resolve any discrepancies or special requirementsTrack order progress and proactively communicate order status and updates to internal stakeholders and customersAssist with order confirmations and shipping documentsMaintain up-to-date customer records and files related to ordersIdentify and flag issues or inconsistencies in orders, and escalate as neededSupport general administrative tasks within the customer service or operations department
Qualifications:High school diploma or equivalent required; Associate’s degree or higher preferred2+ years of experience in order entry, customer service, or administrative support (manufacturing or distribution environment preferred)Experience with ERP/order management systems strongly preferredProficient in Microsoft Office Suite (especially Excel and Outlook)Strong attention to detail and organizational skillsExcellent written and verbal communication skillsAbility to manage multiple priorities in a fast-paced environmentA proactive, problem-solving attitude and a team-oriented mindset