Order Entry Specialist - Khameleon

Summary

We are seeking a proactive, detail-oriented Order Entry Specialist to support order fulfillment and project coordination for commercial interior and office furniture projects. This 100% remote role involves managing quotations, order processing, vendor communication, and project documentation.

In this role, you will support the sales process by preparing quotes, coordinating orders, managing client communications, and ensuring accurate documentation. Working closely with designers, account executives, clients, and vendors, you will help streamline sales operations and maintain efficiency throughout each project. This position is ideal for candidates with experience in commercial interiors, office furniture, or A&D project coordination, and familiarity with tools like Khameleon, Project Spec, Hedberg, Acumatica or similar platforms.

Key Responsibilities

Quotation & Procurement

• Solicit, compare, and manage quotations from office furniture manufacturers and dealers.

• Ensure pricing accuracy, discount application, and budget alignment; assist in preparing cost summaries and client proposals.

• Coordinate with vendor representatives to obtain timely, accurate product, pricing, and availability information.

Project Documentation & Administrative Support

• Maintain organized project documentation, including contracts, purchase orders, specifications, invoices, approvals, and change orders.

• Prepare and manage project schedules, meeting notes, trackers, and key communications.

• Ensure consistent information flow between internal teams, clients, and external partners.

Vendor, Client & Internal Coordination

• Act as a primary contact for product availability, lead times, substitutions, and order status.

• Communicate effectively with clients, account managers, designers, and vendors to align expectations and resolve issues.

• Support responses to RFIs, revisions, and scope changes.

Qualifications

• Bachelor’s degree in Interior Design, Architecture, Business, Management, or related field.

• 2+ years of experience in project coordination, sales support, or administrative roles—preferably within commercial interior design firms, office furniture dealerships, or A&D/workplace strategy environments.

• Strong familiarity with commercial furniture products and specification processes.

• Proficiency in Microsoft Office Suite, particularly Excel for pricing, tracking, and reporting.

• Exposure to interior design and specification software, such as Khameleon, Project Spec, CAP Studio, Configura, or similar tools.

• Strong numerical and analytical skills for pricing and budgeting.

• Exceptional organizational skills and attention to detail.

• Clear, professional written and verbal communication skills.

• Self-motivated, resourceful, and proactive with strong problem-solving abilities.

• Ability to manage multiple priorities in a fast-paced, remote environment.

What Makes This Role Exciting:

• 100% Remote Flexibility & Work/Life Balance.
• Direct Impact & Global Exposure in Commercial Design: Be at the core of bringing cutting-edge commercial office designs to life, gaining invaluable exposure to global standards and leading manufacturers as your meticulous work directly shapes real-world spaces.
• Collaborative Growth Environment: Join a highly supportive and dynamic remote team where your contributions are deeply valued, fostering continuous learning and significant professional development within the interior design industry.