Account Specialist

Job Description

Job Description

Trust Automation

Trust Automation is a government contractor and has over 35 years of experience in custom motors, linear drives, digital drives, and systems which meet the unique needs of its customers. Its product line includes motors, linear drives, digital drives, custom assemblies, and products to fit unique applications and ground-up system design and manufacturing solutions. We design, build and support control and power management systems for the most demanding defense, semiconductor, industrial automation, and medical applications.

Trust Automation is an equal opportunity employer and committed to attracting, hiring, developing, and retaining a skilled, productive, and diverse workforce, personnel with competencies and experience related to the regional and State population. Every employee has an "at-will" relationship with Trust Automation. This means that employment with Trust Automation is at the mutual consent of the employer and the employee and is subject to termination by either party at will, with or without cause or advance notice.

Position Summary

The Account Specialist is the entry point into the Account Management career track. This role is responsible for accurate order processing, customer status communication, and internal coordination support. The Account Specialist works under close supervision to develop foundational skills in ERP systems, customer service practices, and cross-functional collaboration within a technical, manufacturing-based environment. This role also plays a supporting part in new customer onboarding, helping ensure smooth transitions and a positive first experience with Trust Automation.

This is an Entry Level position the foundation of the role is focused on transactional accuracy, internal coordination, and customer communication under direct supervision.

Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities, who are otherwise qualified, to perform the essential functions.

• Accurately process and track customer orders and purchase orders with high attention to detail.
• Provide timely, professional customer communication on order status, shipping updates, and routine inquiries.
• Support internal teams through disciplined data entry, documentation, and routing.
• Assist in the onboarding of new customers by supporting account setup, documentation, and initial order coordination.
• Develop foundational knowledge of company products, processes, and customer base to enable future growth on the account management track.

Order Processing and Tracking

• Enter and maintain customer orders in the ERP system accurately and on schedule.
• Track order progress and proactively communicate status updates to customers.
• Coordinate with internal teams (manufacturing, shipping, quality) to confirm delivery timelines.
• Identify and flag discrepancies in orders, POs, or delivery schedules to supervisors.

Customer Communication

• Respond to routine customer inquiries via phone and email in a timely and professional manner.
• Provide order status, shipping information, and basic product availability updates.
• Route more complex customer inquiries or escalations to the appropriate account manager or supervisor.
• Document customer interactions and maintain accurate contact records.

New Customer Onboarding Support

• Support the onboarding of new customers by assisting with account setup, contact documentation, and initial order entry.
• Coordinate internally to ensure new customer requirements are captured accurately and communicated to the appropriate teams.
• Serve as a friendly, organized point of contact during early customer interactions to help establish a positive relationship with Trust Automation.

Returns and Quality Support

• Support the Quality team with RMA documentation, tracking, and customer communication as directed.
• Route return requests to Quality following established procedures and confirm receipt with customers.
• Maintain accurate records of RMA-related correspondence and status updates in ERP and tracking systems.

PO Routing and Documentation Support

• Review incoming purchase orders for basic accuracy (part number, quantity, address, terms) and route to appropriate teams.
• Support the coordination of contract-related documentation, routing to Contracts or management as needed.
• Maintain organized records of customer documentation, POs, and correspondence.

Internal Coordination Support

• Support cross-functional coordination between Customer Service, Shipping, Quality, and Operations on routine tasks.
• Assist account managers and team leads with administrative tasks, data gathering, and reporting.
• Participate in team meetings and training sessions to develop product and process knowledge.
• Performs other related duties as assigned.

Position Requirements

• Associate's degree or higher in Business, Communications, or a related field, OR equivalent professional experience.
• 0-2 years of experience in customer service, order management, inside sales support, or a related administrative/coordination role.
• Strong attention to detail and accuracy in data entry and documentation.
• Clear, professional written and verbal communication skills.
• Proficiency with Microsoft Office (Outlook, Excel, Word); willingness to learn ERP and CRM systems.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Team-oriented mindset with a willingness to learn and follow established processes.
• Minimal travel expected (0-5%).
• May require occasional schedule flexibility to support customer deadlines.
• Works under direct supervision with structured guidance and regular check-ins.
• This position may be asked to drive for company purposes during the course of employment. If asked and agreed upon, employees must possess a valid California Driver's License and clean driving record.
• May participate in the identity verification process to access secure client or government portals by authorizing certified supplier or customer management platforms to obtain information from your personal credit profile or other information, solely to verify your identity. 

Preferred Qualifications

• Experience with ERP systems (e.g., Epicor, SAP, NetSuite) or order management platforms.
• Exposure to manufacturing, industrial, aerospace, or defense-adjacent environments.
• Basic familiarity with purchase orders, shipping terms, or returns coordination processes.
• Interest in a long-term career in account management or technical sales support.

Core Competencies / Skills

• Attention to detail and accuracy
• Professional customer communication
• Organization and task prioritization
• Process adherence and documentation
• Team collaboration and responsiveness
• Learning agility and initiative
• ERP/CRM system aptitude
• Follow-through and accountability

Physical Requirements

• Hearing and speaking to exchange information in person, on the telephone or virtually.
• Dexterity of hands, fingers, and wrist to operate a computer keyboard, calculator or assemble/manufacture intricate items.
• Seeing to read a variety of materials.
• Sitting or standing for extended period of time
• Physical agility to lift 20 pounds to shoulder height.
• Physical agility to lift, carry, push, or pull objects.

Pay/Salary Information

Pay scale for this position - $30.00 - $35.00 Hourly

By submitting your application, you acknowledge that you have read and understand the information provided within. You certify that the information contained in this application is correct to the best of your knowledge. You understand that to falsify information is grounds for refusing to hire, or for discharge should you be hired.