Sales Administrator

Internal Sales Support, Order Coordination & Report Quality Review Job Type Full-time Work Location In person– Sandy Hook office Role Scope Internal only Position Summary The Sales Administrator provides internal administrative and operational support to the Sales team and coordinates order-relatedworkflowbetween internal departments. The role supports order administration, initial contract review, open-order monitoring, non-conformity follow-up, inventory and shipment actions, customer questionnaire preparation, and administrative quality review of reports before customer release. This is an internal support role. The Sales Administrator does not manage customer or vendor relationships and escalates matters requiring customer interaction, commercial judgment, or more complex resolution to Inside Sales or theappropriate responsiblefunction. Primary Responsibilities Support the Sales team and Sales Administration Manager with day-to-day administrative activities and internal order processing. Create, process and review Sales Orders inAcumaticabased on approved internal requests and source documentation. Monitor the open order book,identifyitems requiring follow-up or action, and coordinate internally with the responsible department to help keep orders progressing. Carry out theinitialcontract review of new orders, checking order information, documentation requirements, testing, packaging, shipping, quality requirements, and applicable flow-downs against the Sales Order and supporting documents. For export orders, perform the initial research needed todeterminewhether the product may be subject to export-control requirements, using approved company resources and established processes, and elevate uncertain or controlled cases to theappropriateperson. Produce, organize, andmaintaindocuments related to sales, keeping recordsaccurateand current in theappropriate internalfiles and systems. Coordinate workflow,and documentationwhereappropriate,with otherinternal departments asrequired. Maintain order history, part information,requiredforms and packets, and other sales-related documentation inestablishedinternal systems,Acumaticaand QMS locations. Assistwith preparation of recurring internal metrics and reports, as assigned. Complete other internal sales administration and departmental support tasks as assigned. Non-Conformity, Inventory & Shipment Coordination MonitorNon-Conformitynotifications and ensure routine actions are progressedin a timely manner. Update records and takeappropriate actionon basicNon-Conformityqueries where the required response is clear from available information and established procedures. Liaise internally with Purchasing when aNon-Conformityispurchasing-related. Escalate more complexNon-Conformityissues, commercial questions, or any matter requiring customer interaction to Inside Sales or theappropriate responsiblefunction. Take forward actions arising from Inventory Management queries, including coordinating internal information and shipment-related requirements. Initiate shipment requests for the Electrical Lab and work with Shipping to ensure the required shipment information and documentation are provided. Initiate shipment requests for items being sent to third-party vendors and work with Shipping to coordinate dispatch and required documentation. Monitor progress of Electrical lab and 3rdparty vendor orders. Report & Documentation Quality Review Perform a final administrative check of reports and customer-facing documentation before release by theappropriate customer-facingteam member. Compare each report against the applicable Sales Order and supporting order requirements to confirm that part numbers, quantities, testing requirements, customer requirements, and other relevant order details are aligned. Check reports for grammatical accuracy, spelling, punctuation, clarity, consistency, formatting, and professional presentation. Identifydiscrepancies, omissions, or unclear information and return the document internally to the responsible department or team member for correction before release. Maintain document-control and confidentiality requirements when handling customer, order, test, and quality information. Do not independently change technical conclusions or test results; technical discrepancies are referred to the responsible technical or quality function. Customer Questionnaires & Departmental Calls Carry out theinitialcompletion of customer questionnaires using approved company information, existing records, andestablishedinternal resources. Route questionnaire sections requiring specialist, commercial, quality, technical, or customer-specific input to theappropriate internalowner, andescalate final customer-facing matters to Inside Sales. Answer incoming calls to the department,identifythe nature of the call, and redirect the caller to theappropriate teammember or department. The role is not responsible for substantive customer, vendor, or outside-sales discussions; calls requiring account, commercial, technical, or customer-specific handling are transferred or escalated. Key Performance Expectations Accuracy of Sales Orders, initial contract reviews, testing documents, reports, and supporting documentation. Timely monitoring and progression of open orders,Non-Conformityactions, Inventory Management queries, and shipment requests. Effective internal communication and coordination between Sales and supporting departments. Ability toidentifyand apply customer testing, packaging, shipping, quality, documentation, and flow-down requirements from the Sales Order and approved internal sources. Consistent grammatical and presentationquality ofreports reviewed before customer release. Appropriate escalation of complex, export-control, commercial, technical, or customer-facing matters. Qualifications & Skills High school diploma or equivalent required. 1-3 years of administrative, order-processing, documentation, or similar business support experience preferred. Proficiencywith Microsoft Office 365, particularly Word, Excel, Outlook, and PowerPoint. Strong written English skills, including grammar, spelling, punctuation, and proofreading. Exceptional attention to detail and ability to compare multiple documents for consistency and accuracy. Strong organization,time-management, prioritization, and follow-up skills. Ability to learn and navigateAcumatica, QMS folders, and other company systems. Ability to follow established contract-review and export-control screening processes and recognize when escalation isrequired. Ability to work effectively across internal departments whilemaintainingthe role as an internal administrative support function. Ability to handle controlled, confidential, and customer-specific informationin accordance withcompany requirements. Training & Development Expectations Months 1-3: LearnAcumaticanavigation; create and process Sales Orders;monitorthe open order book; locate order history and part information; prepare routine internal forms and packets; answer and redirect departmental calls; perform standard clerical and document-control tasks. Months 3-6: Develop working knowledge of contract review, customer testing and flow-down requirements,packagingand shipping requirements, basicNon-Conformityhandling, customer questionnaire preparation, Inventory Management actions, and shipment initiation. Begin structured report-to-Sales-Order quality reviews and learn the approved process forinitialexport-control research. Months 6-9: Demonstrate reliable recognition of common testing flow-downs, quality codes, package requirements, industry terminology, and routine export-order screening needs; independently progress routineNon-Conformityand open-order actions; coordinate Electrical Lab and third-party vendor shipments through Shipping; proficiently locate requirements in QMS resources; and independently perform routine report quality checks. Role Boundaries No RFQ uploads or RFQ portal-management responsibilities. No responsibility for quoting, prospecting, revenue generation, sales quotas, or outside sales activity. No ownership of customer or vendor relationships. The role may answer and redirect departmental calls, prepare customer questionnaires internally, and coordinate internal shipment activity, but substantive external communication is handled by Inside Sales,Purchasing, or theappropriate responsiblefunction. Basic administrative queries may be progressed where the required action is clear from established procedures; complex issues, commercial decisions, or matters requiring customer interaction must be escalated. Export-control research isan initialadministrative screening step only; uncertain, restricted, or controlled cases must be escalatedin accordance withcompany procedures. No responsibility for independently changing technical conclusions, inspection findings, or test results. Company Overview SMT Corp. is a broad-line independent stocking distributor of board-level electronic components and related peripherals serving commercial, defense, and aerospace markets.The company places particular emphasis on component quality, traceability, inspection documentation, and high-reliability applications. SMT Corporation is an Equal Opportunity Employer. #J-18808-Ljbffr