Sales Administrative Support

ATS Automation Tooling Systems Inc.; Indianapolis (IN); In loco; USD 60.000 - 75.000; Tempo pieno

Descrizione del lavoro

ATS Automation Tooling Systems Inc. seeks an After Sales/Sales Administrator to manage the intake, processing, and documentation of sales and after-sales transactions.

The role interfaces with Sales, Planning, Project Management, Finance, Legal, and international operations to ensure compliance and timely execution. You will handle order entry in the ERP/CRM, verify quotations and contracts, coordinate with fulfillment parties, and prepare invoice-ready packages for Finance, while maintaining

Competenze

• High school diploma or post secondary degree in Business, Legal, or related fields.
• At least 3 years of experience in order management, service contract management, customer service, sales operations, sales administration, or tender administration.
• Working knowledge of order entry and management, contractual records, document control, customer service, and sales processes.
• Experience with ERP and CRM systems, including accurate maintenance of transactions and customer records.
• Advanced skills in Microsoft Office applications.
• Ability to coordinate work across Sales, After Sales, Customer Service, Planning, Project Management, Finance, Legal, Purchasing/Logistics, and international operations.
• Strong organizational skills, problem-solving, prioritization, and time-management skills, ability to maintain accuracy under deadlines.
• Close attention to detail and strong commitment to procedural accuracy and compliance

Mansioni

• Enter and administer standard sales orders in the ERP/business management system; assist Project Managers with adminstrative processing for complex projects.
• Check approved quotations, contracts, customer and internal purchase orders, order confirmations, and systems costs for consistency.
• Prepare, review, and update internal purchase order, and coordinate order confirmations with Comecer SPA, Comecer Netherlands, and other approved fulfillment parties.
• Prepare and review customer order confirmations under authorized procedures and keep promised delivery dates current with Planning and Project Management.
• Coordinate shipping readiness records, including pro-forma and commercial invoice inputs, triangulation documentation, consignee and broker information, customs details, tracking and required transaction records.
• Compile complete invoice- readiness packages for Finance without posting AR/AP, recording intercompany entries, or approving accounting treatment.
• Keep customers, ship to, consignee, broker and commercial contract data current in designated ERP, CRM, and transaction records.
• Maintain warranty and return material authorization (RMA) records in ERP/CRM. Coordinate administrative handoffs to the Field Service and Logistics Coordinator or other logistics owner for physical returns and field-service logistics.
• Review open and past-due orders, follow up with responsible functions, track actions, and escalate blockers that require commercial, technical, financial, logistics, or management decisions.
• Provide Sales and After Sales leadership with recurring reports on orders, deliveries, aging, invoice readiness, warranty/RMA, and workflow status.
• Assist Area Managers, Key Account Managers, Service Account Managers, and After Sales leaders with approved commercial documentation, order updates, system records, and administrative follow-up.
• Monitor relevant national and international tender portals, procurement platforms, supplier registries, and e-procurement accounts; keep registrations and required company information current.
• Review tender and prequalification requirements, coordinate internal inputs, track submission schedules, control documents, and support compliant, timely bid submissions.
• Conduct business ethically and in accordance with the ATS Code of Business Conduct, company policies and applicable procedures.

Conoscenze

Order management

Contract management

Customer service

Sales operations

Sales administration

Tender administration

Formazione

High school diploma

Postsecondary degree in Business/Legal or related field

Strumenti

ERP

CRM

Microsoft Office

Descrizione del lavoro

Job Description

The After Sales/Sales Administrator ensures accurate, timely administrastion of Sales and After Sales transactions, managing requests through order entry, confirmation, delivery follow-up, shipment documentation, invoice readiness, and record completion. They will work with Sales, After Sales, Planning, Project Management, Customer Service, Finance, Legal, Purchasing/Logistics, and Comecer international operations to ensure contractual and procedural compliance. The role also coordinates administration for national and international tenders and procurement platforms.

Manage and monitor Sales and After Sales administrative intake, logging, assigning, tracking, and following requests through completion in designated systems and shared mailboxes

Enter and administer standard sales orders in the ERP/business management system; assist Project Managers with adminstrative processing for complex projects.

Check approved quotations, contracts, customer and internal purchase orders, order confirmations, and systems costs for consistency. Escalate commercial, contractual or technical discrepencies before processing.

Prepare, review, and update internal purchase order, and coordinate order confirmations with Comecer SPA, Comecer Netherlands, and other approved fulfillment parties.

Prepare and review customer order confirmations under authorized procedures and keep promised delivery dates current with Planning and Project Management.

Coordidate shipping readiness records, including pro-forma and commercial invoice inputs, triangulation documentation, consignee and broker information, customs details, tracking and required transaction records.

Compile complete invoice- readiness packages for Finance without posting AR/AP, recording intercompany entries, or approving accounting treatment.

Keep customers, ship to, consignee, broker and commercial contract data current in designated ERP, CRM, and transaction records.

Maintain warranty and return material authorization (RMA) records in ERP/CRM. Coordianate administrative handoffs to the Field Service and Logistics Coordinator or other logistics owner for physical returns and field -service logistics/

Review open and past-due orders, follow up with responsible functions, track actions, and escale blockers that require commerical, technical, financial, logistics, or management decisions.

Provide Sales and After Sales leadership with recurring reports on orders, deliveries, aging, invoice readiness, warranty/RMA, and workflow status.

Assist Area Managers, Key Account Managers, Service Account Managers, and After Sales leaders with approved commercial documentation, order updates, system records, and administrative follow-up.

Monitor relevant national and international tender portals, procurement platforms, supplier registries, and e-procurement accounts; keep registrations and required company information current.

Review tender and prequalification requirements, cooridinate internal inputs, track submission schedules, control documents, and support compliant, timley bid submissions.

Conduct business ethically and in accordance with the ATS Code of Business Conduct, company policies and applicable procedures.

Health, Safety and Enviromental (HSE) Requirements

• Follow ATS and Comecer HSE procedures and safe work practices.
• Report unsafe conditions or acts, incidents, near misses, and environmental concerns promptly to the manager or supervisor.
• Complete required HSE training and wear required PPE at customer, warehouse, production, or service locations.

Qualifications

High school diploma or post secondary degree in Business, Legal, or related fields

At least 3 years of experience in order management, service contract management, customer service, sales operations, sales administration, or tender administration

Working knowledge of order entry and management, contractual records, document control, customer service, and sales processes

Experience with ERP and CRM systems, including accurate maintenance of transactions and customer records

Advanced skills in Microsoft Office applications

Ability to coordinate work across Sales, After Sales, Customer Service, Planning, Project Management, Finance, Legal, Purchasing/Logistics, and international operations

Strong organizational skills, problem-solving, prioritization, and time-management skills, ability to maintain accuracy under deadlines.

Close attention to detail and strong commitment to procedural accuracy and compliance