Sales Administrator

About SMT, Corp. SMT Corp is a mission-critical electronics assurance and lifecycle solutions provider serving the defense, aerospace, and other high-reliability markets. The company combines global sourcing of obsolete and hard-to-find components with accredited authentication, advanced electrical testing, qualification and up-screening, and lifecycle inventory and obsolescence management. SMT helps customers sustain long-life, mission-critical systems by solving component availability challenges while providing the evidence, testing, and supply-chain assurance required to reduce counterfeit, quality, and obsolescence risk. SMT Corporation is an Equal Opportunity Employer. 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-related workflow between internal departments. The role supports Sales Order administration, initial contract review, open-order monitoring, sales data and reporting, administrative quality review of reports prior to customer release, Inventory Management actions, shipment coordination, and customer questionnaire preparation. This is an internal support role. The Sales Administrator does not manage customer or vendor relationships and does not independently make commercial, technical, quality, or export-control determinations. Matters requiring customer interaction, commercial judgment, technical interpretation, or more complex resolution are escalated to Inside Sales or the appropriate responsible function. Primary Responsibilities Report & Documentation Quality Review Perform an administrative quality review of reports and customer-facing documentation before release by the appropriate customer-facing team member. Compare reports 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. Identify discrepancies, omissions, inconsistencies, or unclear information and return the document internally to the responsible department or team member for review and correction before release. Confirm that required corrections have been incorporated, where appropriate, before the report proceeds for customer release. Maintain document-control and confidentiality requirements when handling customer, order, test, and quality information. The Sales Administrator's review is an administrative and documentation check and does not constitute technical or quality approval of test results or conclusions. Support the Sales team, CGO, and Sales Administration Manager with day-to-day administrative activities and internal order processing. Create, process, and review Sales Orders in Acumatica based on approved internal requests and source documentation. Carry out the initial contract 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 required to determine whether the product may be subject to export-control requirements, using approved company resources and established processes. Escalate uncertain, restricted, or potentially controlled cases to the appropriate responsible person for determination. Monitor the open order book, identify items requiring follow-up or action, and coordinate internally with the responsible department to help keep orders progressing. Process expedite requests received through the Sales team, coordinate required internal actions, and elevate where customer interaction, commercial decisions, or more complex resolution is required. Produce, organize, and maintain sales-related documentation, ensuring records remain accurate and current in the appropriate internal files and systems. Support the generation and updating of sales metrics and reports, including the weekly hit list and other routine departmental reporting. Coordinate workflow and documentation with other internal departments as required. Maintain order history, part information, required forms and packets, and other sales-related documentation within established internal systems, including Acumatica and QMS locations. Complete other internal sales administration and departmental support tasks as assigned. Monitor Non-Conformity notifications and ensure routine actions are progressed in a timely manner. Update records and take appropriate action on basic Non-Conformity queries where the required action is clear from available information and established procedures. Liaise internally with Purchasing when a Non-Conformity relates to purchasing, supplier, or procurement activity. Escalate more complex Non-Conformity issues, commercial questions, technical matters, or any issue requiring customer interaction to Inside Sales or the appropriate responsible function. Take forward actions arising from Inventory Management queries, including coordinating internal information, order requirements, and shipment-related actions. Initiate shipment requests for the Electrical Lab and work with Shipping to ensure that 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 the progress of Electrical Lab and third-party vendor orders and shipments and follow up internally where action is required. Carry out the initial completion of customer questionnaires using approved company information, existing records, and established internal resources. Route questionnaire sections requiring specialist, commercial, quality, technical, compliance, or customer-specific input to the appropriate internal owner. Escalate final customer-facing questions or matters requiring clarification with the customer to Inside Sales. Answer incoming calls to the department, identify the nature of the call, and redirect the caller to the appropriate team member or department. Key Performance Expectations Accuracy of Sales Orders, initial contract reviews, testing documentation, reports, and supporting records. Accuracy and consistency of report reviews against Sales Order and customer documentation requirements. Consistent grammatical, formatting, and presentation quality of reports reviewed before customer release. Timely monitoring and progression of open orders, Non-Conformity actions, Inventory Management queries, and shipment requests. Effective internal communication and coordination between Sales and supporting departments. Ability to identify and apply customer testing, packaging, shipping, quality, documentation, and flow-down requirements from the Sales Order and approved internal sources. Timely identification and escalation of discrepancies identified during report and documentation review. Appropriate escalation of complex, export-control, commercial, technical, quality, 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. Proficiency with Microsoft Office 365, particularly Word, Excel, Outlook, and PowerPoint. Strong written English skills, including grammar, spelling, punctuation, and proofreading. Exceptional attention to detail and the ability to compare multiple documents for consistency and accuracy. Strong organization, time-management, prioritization, and follow-up skills. Ability to learn and navigate Acumatica, QMS folders, and other company systems. Ability to follow established contract-review and export-control screening processes and recognize when escalation is required. Ability to distinguish between administrative/documentation review and matters requiring technical, quality, commercial, or compliance approval. Ability to work effectively across internal departments while maintaining the role as an internal administrative support function. Ability to handle controlled, confidential, and customer-specific information in accordance with company requirements. Ability to develop over time to take on more complex and independent tasks within the sales and sourcing organization. Months 1-2 Learn Acumatica navigation and the basic Sales Order process. Create and process Sales Orders under supervision. Learn how to monitor the open order book and identify orders requiring internal follow-up. Locate order history, part information, customer requirements, and supporting documentation. Prepare routine internal forms and packets. Answer and redirect departmental calls appropriately. Perform standard clerical, filing, and document-control activities. Become familiar with the format, purpose, and workflow of reports produced for customers. Begin learning the report-review process, including how to compare basic report information such as part number, quantity, customer, Sales Order, and other key identifiers against the applicable Sales Order. Develop familiarity with company expectations for grammar, spelling, formatting, consistency, and professional presentation of customer-facing reports. Months 2-3 Develop a working knowledge of contract review, customer testing and flow-down requirements, packaging and shipping requirements, basic Non-Conformity handling, customer questionnaire preparation, Inventory Management actions, and shipment initiation. Learn the approved process for initial export-control research and understand when escalation is required. Develop the ability to identify common discrepancies between Sales Orders, supporting documentation, and reports. Perform report quality reviews under guidance, checking order alignment, testing and documentation requirements, grammar, spelling, punctuation, formatting, consistency, and presentation. Identify report discrepancies or unclear information and route them to the appropriate internal department or team member for correction. Develop an understanding of the distinction between administrative report review and technical or quality approval. Months 3-4 Demonstrate reliable recognition of common testing flow-downs, quality codes, package requirements, industry terminology, and routine export-order screening requirements. Independently progress routine Non-Conformity and open-order actions within established procedures. Coordinate Electrical Lab and third-party vendor shipments through Shipping. Proficiently locate customer and order requirements within Acumatica, QMS resources, and other approved internal sources. Independently perform routine report and documentation quality reviews prior to customer release. Reliably compare reports against Sales Orders and supporting requirements and identify discrepancies involving part numbers, quantities, testing requirements, customer requirements, documentation requirements, and other relevant order details. Demonstrate consistent proofreading standards for grammar, spelling, punctuation, clarity, formatting, consistency, and professional presentation. Appropriately return reports requiring correction to the responsible internal owner and confirm that identified administrative corrections have been addressed where required. Consistently recognize matters outside the Sales Administrator's authority and elevate technical, quality, commercial, export-control, or customer-facing questions to the appropriate responsible function. #J-18808-Ljbffr