Business Support Administrator - Order Entry & Order Management

Overview

Hexagon’s Autonomous Solutions division is looking for a Business Support Administrator – Order Entry & Order Management to join our team in Dowling, Ontario. Reporting to the Operations Manager, this role will support order entry, quoting, invoicing, and administrative activities while coordinating information between departments to ensure operational efficiency and customer satisfaction.

 The Location: This position is based in Dowling, Ontario.

The Company: Hexagon is a global leader in digital reality solutions, combining sensor, software, and autonomous technologies. We are putting data to work to boost efficiency, productivity, quality, and safety across industrial, manufacturing, infrastructure, public sector, and mobility applications.

Our technologies are shaping the production and people-related ecosystems to become increasingly connected and autonomous, ensuring a scalable, sustainable future.

Responsibilities

As Business Support Administrator – Order Entry & Order Management you will be responsible for these activities:

• Accurately enter orders for parts, projects, and service requests into the ERP or order management system.
• Verify pricing, product codes, quantities, lead times, and special instructions.
• Maintain organized order documentation and records.
• Prepare and assist in issuing quotes for parts and small projects.
• Review customer requests to ensure accurate quoting.
• Follow up on quote status and convert approved quotes into orders.
• Prepare customer invoices for parts, projects, and service activities.
• Ensure accuracy of labour, materials, and additional charges.
• Respond to inquiries regarding orders, pricing, availability, and delivery schedules.
• Provide timely order status updates to customers and internal stakeholders.
• Assist Purchasing with creating purchase orders and communicating with suppliers.
• Provide backup coverage for procurement tasks as required.
• Ensure accurate information flows between departments.
• Maintain filing systems and documentation.
• Prepare reports, spreadsheets, and summaries.
• Perform routine office duties such as scanning, filing, and emailing.

Qualifications

Must Have:

• High school diploma required; post-secondary education preferred.
• 2+ years of experience in order entry, administration, or customer service.
• Experience using ERP systems.
• Strong attention to detail with a commitment to accuracy.
• Proficiency with Microsoft Office applications including Excel, Word, and Outlook.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.

Nice To Have:

• Experience supporting purchasing, procurement, or supply chain activities.
• Experience working in a manufacturing, industrial, mining, or service-based environment.

Key Success Factors:

• Maintains a high level of accuracy in order entry, quoting, and invoicing activities.
• Delivers responsive and professional service to customers and internal stakeholders.
• Effectively manages multiple priorities while meeting deadlines.
• Supports strong cross-functional collaboration and contributes to efficient business operations.

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