Inside Sales Administrator

Aston Carter•Biddeford, ME

6d•$30 - $33•Onsite

About The Position

The Inside Sales Administrator will serve as the primary customer contact and on-site customer representative, ensuring customer needs and priorities are communicated effectively across internal departments. This role involves managing and maintaining relationships with existing customer accounts, proactively monitoring open orders, and communicating order status, lead times, and delivery schedules. The administrator will process customer purchase orders, sales orders, order revisions, and Return Material Authorizations (RMAs) within the ERP system (Microsoft Dynamics AX). They will also provide customers with order confirmations, pricing information, shipment updates, and delivery timelines via phone and email. Additionally, the role supports Accounts Receivable and collections activities by assisting with customer communication regarding outstanding invoices and payment status. Collaboration with production, engineering, supply chain, and operations teams is crucial to ensure customer commitments are met. The position also involves logistics coordination, including domestic and international shipments, carrier selection, routing compliance, freight arrangements, and shipment tracking. Sales support and quotation management are key, including supporting the RFQ process, preparing customer quotations, and gathering information regarding current product usage, forecasted demand, and upcoming opportunities. The administrator will partner with the sales team to maintain accurate sales forecasts and customer opportunity tracking, and prepare various reports such as open order reports, weekly sales metrics, confirmed purchase order tracking, backorder reports, and delivery schedule updates. Administrative support includes maintaining and updating customer, prospect, and sales records within Microsoft Dynamics AX and other business systems, managing customer-related documentation, attending production planning and sales meetings, and assisting in the development and improvement of sales and customer service procedures. The role also supports internal initiatives focused on customer satisfaction, operational efficiency, and process improvement.

Requirements

Associate degree in Business, Supply Chain Management, Operations, or a related field; or an equivalent combination of education and experience.
High School Diploma or GED with 3+ years of relevant experience will also be considered.
2–3 years of experience in inside sales, customer service, order management, account coordination, or administrative support.
Experience working within an ERP system such as Microsoft Dynamics AX, SAP, Oracle, or similar platforms.
Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.
Strong verbal and written communication skills with a professional customer-facing approach.
Excellent organizational and time-management skills with strong attention to detail.
Ability to manage multiple priorities and deadlines in a fast-paced manufacturing environment.
Strong mathematical and analytical skills related to pricing, quoting, and order reconciliation.
Ability to work both independently and collaboratively with cross-functional teams.

Nice To Haves

Experience in a B2B manufacturing environment.
Background in customer collections or Accounts Receivable support.
Experience with domestic and international logistics, shipping coordination, and export compliance.
Familiarity with trade documentation, including End-Use Statements, export screening, and denied-party verification processes.
Experience preparing customer quotes, estimates, and sales proposals.
Knowledge of manufacturing operations, production scheduling, and supply chain processes.

Responsibilities

Serve as the primary customer contact and on-site customer representative, ensuring customer needs and priorities are communicated effectively across internal departments.
Manage and maintain relationships with existing customer accounts, proactively monitoring open orders and communicating order status, lead times, and delivery schedules.
Process customer purchase orders, sales orders, order revisions, and Return Material Authorizations (RMAs) within the ERP system (Microsoft Dynamics AX).
Provide customers with order confirmations, pricing information, shipment updates, and delivery timelines via phone and email.
Support Accounts Receivable and collections activities as needed by assisting with customer communication regarding outstanding invoices and payment status.
Collaborate with production, engineering, supply chain, and operations teams to ensure customer commitments are met.
Coordinate domestic and international shipments, including carrier selection, routing compliance, freight arrangements, and shipment tracking.
Manage customer shipping accounts, routing guides, and transportation requirements.
Work closely with freight forwarders, customs brokers, and internal stakeholders to ensure timely and accurate delivery of products worldwide.
Monitor shipment progress and communicate updates related to transit delays, customs holds, port arrivals, and final delivery status.
Assist with export documentation and ensure compliance with applicable international shipping requirements.
Support the Request for Quotation (RFQ) process by ensuring inquiries are acknowledged, tracked, and responded to promptly.
Prepare and issue customer quotations in collaboration with estimating and engineering teams.
Proactively contact customers to gather information regarding current product usage, forecasted demand, and upcoming opportunities.
Partner with the sales team to maintain accurate sales forecasts and customer opportunity tracking.
Prepare and maintain reports including: Open order reports, Weekly sales metrics, Confirmed purchase order tracking, Backorder reports, Delivery schedule updates.
Maintain and update customer, prospect, and sales records within Microsoft Dynamics AX and other business systems.
Manage customer-related documentation, including orders, quotes, shipping records, and correspondence.
Attend production planning meetings, quotation reviews, and sales meetings as required.
Assist in the development, documentation, and continuous improvement of sales and customer service procedures.
Support internal initiatives focused on customer satisfaction, operational efficiency, and process improvement.