Sales Order Administrator - Entry level

Job Description

Job Description

Description

Position Summary

Directly interfaces with customers by creating sales quotations, order acknowledgements, order status and RMA returns related to spare parts sales activities. This position requires prompt response and action to customer orders and inquiries and must be able to multi-task in a fast-paced environment. Creates delivery notes in a proactive manner coordinating with warehouse and logistics teams to accomplish on-time-delivery performance objectives. Provides first level customer service to both external and internal customers and programs. Coordinates spares external demand and internal demand with Materials Planning & Purchasing teams to secure material availability to support on time customer deliveries.

  Essential Functions / Key Areas of Responsibility

·  Performs spares sales order management activities to include: quotation creation, sales order entry, order acknowledgement, order changes, order status, order fulfillment coordination to meet order delivery commitment, and occasional invoicing.

·  Responsible to verify spares order booking and entry to ensure accuracy and completeness of information into the SAP ERP system to include: customer data, part number, quantity, pricing/discounts policies, shipping instructions and terms, and delivery dates. Ensure order compliance to customer RFQ, customer contract, or Sales Catalog.

·     Continuously works within a Microsoft Outlook group mailbox and some customer internet portals to receive and respond to customer requests and orders in a prompt manner while ensuring such environments are kept current and up to date.

·     Professionally responds to customer (external and internal) questions, inquiries for information, order changes, and expedite requests in a timely manner. Collaborates with company resources to provide appropriate responses, answers, and order changes. Establishes positive customer relationships through professional and effective: customer service, conflict/issue resolution, and timely communication.

·     Provides regular spares order status, reports delivery performance, and tracks backorders. Coordinates with Purchasing, Material Planning, and the Distribution Center teams to ensure on time shipment to meet delivery commitments. Proactively identifies orders at risk of shipping late or on hold and coordinates resolution. Accountable for monitoring and analyzing delivery performance results, identifying performance issues, and recommending changes for improvement.

·  Addresses customer complaints for rejected or disputed shipments or invoices to include: tracking shipments, issuing RMA’s for returns, issuing credit memo’s, providing missing documents, or providing exchange orders. Responsible to track, review, and analyze customer complaints/disputes and recommend actions to prevent recurrence.  

·        Performs other duties as assigned.

  Minimum Requirements: Skills, Experience, Education, Technical/Specialized Knowledge, Certifications, Language

·        AA/AS degree in a related field and a minimum of one (1) year of related experience, or a high school diploma/GED with at least two (2) years experience or a comparable combination of relevant education and experience.

Related work experience includes: Customer Service, Sales Order Administration, Supply Chain, Distribution Center Operations, Material Planning/Scheduling, Purchasing, or Inventory/Production Control.

·        Strong written and verbal communication skills; must speak, read and write English fluently.

Results oriented with strong organizational skills and attention to detail.

Ability to accurately calculate figures and amounts such as order totals, credits, discounts and percentages.

·        Demonstrated work experience in a matrix organization along with the ability to work within a team.

·        Ability to work independently and to be a self-starter; ability to multitask and effectively prioritize tasks.

·        Ability to identify potential issues before they arise and take corrective action to eliminate the risk.

·        Organizational fit for the company culture.

·        Legally eligible to work in the country in which the position is located

Preferred Qualifications

·        Experience with: ERP based Sales Order Management systems with/without EDI, basic MRP analysis & replenishment, and basic Inventory System functions; SAP preferred. 

·        Working knowledge of quotation/sales order management processes.

·        Previous Spare Parts support experience in the airline and/or electronics manufacturing & repair industry preferred.

·        Good to strong skills with Microsoft Outlook, Word, Excel, and PowerPoint.

·        Experience with generating and maintaining Reports, Metrics, Charts, and Dashboards with ability to write routine reports and correspondence.

·        Ability to read and interpret documents such as safety rules, operating procedures, maintenance instructions/manuals/bulletins, and basic engineering drawing notes and parts lists. 

·        Working knowledge of Import/Export regulations, Incoterms, and ability to read and interpret purchase order terms & conditions.

·        Ability to solve practical problems and deal with a variety of variables in situations where only limited information exists.       

·        Certification & Training: Customer Service or APICS Inventory/Planning or ISM Supply Chain a plus.

Deliverables

Additional Terms

Supplier Comments

Location: 100% On-site in Orlando, FL (No remote options).

Max bill rate 27.4

Work Schedule: Standard Business Hours (8:00 AM – 5:00 PM).

Office Environment: Candidates will work in open office environment

Interview Process: Team interview

Overview: The position provides first-level customer service to external clients, including creating quotations, order acknowledgements, and order status updates. While the main communication is via email, some phone interaction is required. The team values quick learners and is open to teaching additional tasks.

Top Skills:

Excellent English Communication: Strong verbal and written skills are essential.

Customer Service Experience: 1–3 years in relevant fields (Customer Service, Sales Order Administration, Supply Chain, etc.).

SAP Knowledge: Highly preferred, especially in sales order management.

MS Office Skills: Mandatory basic Excel and Outlook experience (especially with shared/group mailboxes).

Team Player: Able to collaborate effectively with colleagues.

Quick Learner: Open to picking up new tasks.

Power BI: A bonus but not mandatory.

Aviation Background: Preferred, but not mandatory.

Della Infotech Inc is in the staffing business for 10 years. Over the years, we have placed hundreds of candidates to various temp and permanent positions with our 50+ happy clients all over US and Canada including Fortune 500 corporations.

Company Description

Della Infotech Inc is in the staffing business for 10 years. Over the years, we have placed hundreds of candidates to various temp and permanent positions with our 50+ happy clients all over US and Canada including Fortune 500 corporations.