Internal Sales Support & Order Coordination Specialist

Smt,-Corp.; Newtown (CT); On-site; USD 42,000 - 56,000; Full time

Job summary

SMT Corp is seeking an organized Sales Administrator to provide internal administrative and operational support to the Sales team, coordinating order-related workflow across departments. Responsibilities include order processing in Acumatica, initial contract reviews, open-order monitoring, and documentation quality reviews before customer release.

The role emphasizes accuracy, confidentiality, and cross-functional collaboration, with escalation to Inside Sales for complex issues.

Qualifications

• 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.

Responsibilities

• Perform 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.

Skills

Administrative support

Order processing

Documentation

MS Office 365

English proficiency

Attention to detail

Organization

Acumatica familiarity

Export-control screening

Cross-functional teamwork

Confidential information handling

Education

High school diploma or equivalent

Job description

SMT Corp is seeking an organized Sales Administrator to provide internal administrative and operational support to the Sales team, coordinating order-related workflow across departments. Responsibilities include order processing in Acumatica, initial contract reviews, open-order monitoring, and documentation quality reviews before customer release.

The role emphasizes accuracy, confidentiality, and cross-functional collaboration, with escalation to Inside Sales for complex issues.