Order Entry Coordinator

Job Title: Order Entry Coordinator Department: Commercial Service Reports To: Service Operations Manager Job Type: Full-Time Schedule: Monday – Friday, 8 hours per day About Us: Atomatic Mechanical Services is a leading full service mechanical contracting company specializing in HVAC and mechanical systems. Founded in 1945, Atomatic serves the needs of Chicagoland area customers, offering a wide variety of residential and commercial services. We are a values-driven organization with a great company culture. We pride ourselves on our commitment to collaboration, integrity, and quality. Our focus is people - putting the well-being of our employees and customers first. Position Overview: The Order Entry Coordinator is responsible for creating, processing, and tracking purchase orders generated from field requests for HVAC service, construction, maintenance, replacement projects, uniforms, and company products. This role serves as the central point of coordination between field personnel, service technicians, employees, vendors, accounting, and warehouse operations to ensure timely procurement of materials, equipment, subcontracted services, and vendor payment processing. Key Responsibilities: Purchase Order Administration · Create purchase orders based on requests from field service technicians. · Review purchase requests for accuracy, completeness, budget coding, and proper approvals. · Enter purchase orders into the company's ERP, accounting, or project management system. · Ensure all required job cost codes, phases, and GL accounts are assigned correctly. · Process purchase orders for HVAC equipment, controls, ductwork, sheet metal, piping materials, tools, rental equipment, and subcontractors. Field Support · Receive and prioritize purchasing requests from field employees. · Communicate directly with technicians and project teams to clarify material requirements. · Coordinate urgent and same-day material purchases required for customer service calls. · Assist field personnel with vendor pricing, product availability, and sourcing alternatives. · Track delivery schedules and provide status updates to field teams. Administrative Responsibilities Process, track, coordinate, enter purchase orders for employee and departmental order requests including, but not limited to: field technician uniforms, company apparel, promotional products, stationery, printed materials, and branded merchandise. Communicate and coordinate with approved apparel, print, and promotional vendors. Maintain inventory of uniforms, promotional products, and office stationery. Support Human Resources with new hire onboarding materials such as apparel and print materials. Support sales, marketing, and operations teams with branded item requests. · Help answer incoming calls and provide back-up support for reception. Additional duties as assigned. Skills and Qualifications: · High school diploma or equivalent required. Associate’s degree in business or related field preferred. · Above average communication skills, both verbal and written · Excellent organizational and time management skills · Strong attention to detail · Problem solving · Accurate data entry and documentation · Proficient with Microsoft Office · Familiarity with ERP software · Patience and persistence for repetitive tasks · Ability to work in a fast-paced environment with high-volume, straightforward tasks Work Environment: Standard in-office environment Compensation: Salary Range is $45,000 - $50,000 per year Supplemental Pay: Bonus eligible on an annual discretionary basis Benefits: Health insurance Dental insurance Vision insurance Basic Life and AD&D insurance (100% company paid) Long-Term Disability insurance (100% company paid) Paid time off 401(k) 401(k) matching Company wellness program Employee Assistance Program (EAP) Legal benef…

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