Sales Administrator Intern

Job Description

Job Description

Sales Administrator Intern

The Sales Administrator is responsible for supporting the complete customer order process from receipt of the purchase order through shipment and invoicing. This position serves as a key liaison between customers, Sales, Production Control, Shipping, and Finance to ensure customer orders are entered accurately, scheduled appropriately, shipped on time, and invoiced correctly.

The ideal candidate is highly organized, detail-oriented, customer-focused, and comfortable coordinating multiple orders and priorities in a manufacturing environment.

Key Responsibilities

Customer Order Processing

• Receive and review customer purchase orders for completeness and accuracy.
• Enter sales orders accurately and promptly into the ERP system.
• Verify pricing, quantities, part numbers, customer information, shipping instructions, payment terms, and requested delivery dates.
• Identify discrepancies between customer purchase orders, quotations, and system information and coordinate resolution with Sales or the customer.
• Maintain accurate customer order information and update orders when requirements or delivery dates change.
• Maintain customer-specific documentation and order requirements.

Customer Communication

• Serve as a primary administrative contact for customers regarding order status, delivery dates, shipments, and routine order-related questions.
• Acknowledge receipt of customer orders and provide order confirmations when required.
• Communicate changes in delivery schedules or other order-related issues to customers in a timely and professional manner.
• Follow up with customers when purchase orders, shipping information, or other required documentation is incomplete.
• Coordinate customer requests with the appropriate internal departments.

Production Coordination

• Work closely with Production Control to confirm product availability, production schedules, and expected completion dates.
• Communicate customer priorities and requested delivery dates to Production Control.
• Monitor open customer orders and proactively follow up on orders approaching their required shipment dates.
• Identify potential delays and work with Production Control, Sales, and other departments to resolve issues.
• Keep customers informed when production or material issues affect scheduled delivery dates.

Shipping Documentation

• Coordinate with Shipping to ensure completed orders are released for shipment.
• Prepare packing slips and other required shipping documentation.
• Verify quantities, part numbers, customer purchase order references, ship-to addresses, and shipping instructions before release.
• Ensure customer-specific shipping and documentation requirements are followed.
• Maintain appropriate records of completed shipments.

Customer Invoicing

• Generate customer invoices promptly after shipment.
• Verify that invoices agree with the sales order, packing slip, customer purchase order, and actual quantities shipped.
• Confirm pricing, freight charges, payment terms, taxes, and other applicable charges before invoicing.
• Submit invoices through customer portals or other required methods when applicable.
• Coordinate with Finance/Accounts Receivable to resolve invoicing discrepancies, credit issues, or customer questions.
• Maintain appropriate supporting documentation for invoices.

Order Management & Follow-Up

• Maintain and regularly review the open sales order report.
• Follow orders from initial entry through production, shipment, and invoicing.
• Ensure completed shipments are invoiced promptly and accurately.
• Identify orders that are delayed, incomplete, on hold, or otherwise require attention.
• Assist management with sales order, backlog, shipment, and delivery information as requested.
• Maintain organized electronic records related to customer orders and shipments.

Cross-Functional Coordination

Work closely with:

• Sales
• Production Control
• Manufacturing
• Shipping and Receiving
• Finance/Accounts Receivable
• Service, when applicable
• Customers

The Sales Administrator is expected to take ownership of the administrative order cycle and actively follow issues through resolution rather than simply forwarding requests between departments.

Qualifications

• High school diploma required, associate or bachelor's degree in business, accounting, supply chain, or a related field preferred.
• Previous experience in sales administration, customer service, order management, manufacturing administration, or a similar role preferred.
• Experience working with ERP systems strongly preferred.
• Proficiency with Microsoft Outlook, Excel, and other Microsoft Office applications.
• Strong written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to organize and prioritize multiple customer orders and deadlines.
• Ability to communicate professionally with customers and work effectively across departments.
• Comfortable working in a manufacturing environment where priorities and delivery requirements may change.

We welcome recent graduates who are eager to learn, committed to building a long-term career, and looking for an opportunity to grow and develop professionally within the company.

Key Competencies

• Customer service
• Attention to detail
• Order ownership and follow-through
• Organization and time management
• Problem solving
• Professional communication
• Cross-functional teamwork
• Sense of urgency
• Accuracy in documentation and data entry

Measures of Success

Success in this position includes:

• Accurate and timely sales order entry.
• Prompt response to customer inquiries.
• Effective coordination of customer requirements with Production Control.
• Proactive identification of potential delivery issues.
• Accurate packing slips and shipping documentation.
• Timely and accurate invoicing following shipment.
• Minimal order-entry and invoicing errors.
• Strong ownership of orders from receipt through final invoicing.