Sales Administrative Support

ATS Automation•Indianapolis, IN

11d

About The Position

The Sales Administrative Support role ensures accurate and timely administration of Sales and After Sales transactions. The position manages requests through order entry, confirmation, delivery follow-up, shipment documentation, invoice readiness, and record completion. It works across Sales, After Sales, Planning, Project Management, Customer Service, Finance, Legal, Purchasing/Logistics, and Comecer international operations to support contractual and procedural compliance. The role also coordinates administration for national and international tenders and procurement platforms. The position maintains transaction and customer records in ERP and CRM systems, supports order and shipment documentation, tracks open and past-due orders, and provides recurring workflow reports. It prepares invoice-readiness packages for Finance but does not post AR/AP, record intercompany entries, or approve accounting treatment. Physical returns and field-service logistics are handed off to the Field Service and Logistics Coordinator or another logistics owner. The role follows ATS and Comecer health, safety, and environmental procedures, reports unsafe conditions and incidents, completes required HSE training, and wears required PPE at customer, warehouse, production, or service locations. It also conducts business ethically in accordance with the ATS Code of Business Conduct, company policies, and applicable procedures.

Requirements

High school diploma or post-secondary degree in Business, Legal, or a related field.
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, problem-solving, prioritization, and time-management skills, including the ability to maintain accuracy under deadlines.
Close attention to detail and a strong commitment to procedural accuracy and compliance.
Excellent spoken and written English.

Nice To Haves

Training in customer service.

Responsibilities

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 and assist Project Managers with administrative processing for complex projects.
Check approved quotations, contracts, customer and internal purchase orders, order confirmations, and system costs for consistency; escalate commercial, contractual, or technical discrepancies before processing.
Prepare and review internal purchase orders 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 customer, 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 and coordinate administrative handoffs for physical returns and field-service logistics.
Review open and past-due orders, follow up with responsible functions, track actions, and escalate blockers requiring 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 in accordance with the ATS Code of Business Conduct, company policies, and applicable procedures.
Follow ATS and Comecer HSE procedures and safe work practices.
Promptly report unsafe conditions or acts, incidents, near misses, and environmental concerns to the manager or supervisor.
Complete required HSE training and wear required PPE at customer, warehouse, production, or service locations.