Sales Administrator

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Position Overview:

Northeast Tool is seeking a detail-oriented and proactive Sales Administrator to manage customer RFQs, quotes, contracts, and purchase orders while supporting key purchasing functions. This role is critical in ensuring that customer requirements, internal ERP data, and supplier processes are aligned, accurate, and timely. The Sales Administrator will interface with Sales, Estimating, Purchasing, Quality, and Manufacturing teams to maintain process integrity, compliance, and excellent customer service.

Essential Duties and Responsibilities:

Customer RFQs & Quotes

• Acknowledge customer RFQs via email and procurement systems (e.g., Coupa)
• Set up RFQs in the ERP system for the Estimating team
• Track RFQ progress and follow up internally to support timely completion
• Enter completed quote data into ERP and submit finalized quotes to customers

Contract Review & Customer PO Validation

• Review customer purchase orders and contracts to ensure alignment with quoted terms, including:
• Pricing, quantities, and delivery requirements
• Serialization and traceability requirements
• Quality clauses and flow-down requirements
• Inspection, certification, and documentation obligations
• Identify discrepancies and coordinate resolution with Sales, Quality, and Manufacturing prior to order acceptance
• Ensure only aligned and approved orders are entered and released in ERP

Customer Order Management

• Receive, review, and acknowledge customer purchase orders
• Enter and maintain customer PO data and revisions in ERP
• Maintain up-to-date, audit-ready documentation
• Ensure customer-required due dates align with ERP system commitments
• Administer customer procurement portals and submissions

Vendor RFQs & Purchasing Support

• Prepare and issue vendor RFQs based on approved requirements
• Collect, organize, and document vendor quotations
• Enter vendor quote data into ERP or purchasing systems
• Create and maintain vendor purchase orders from approved requisitions
• Acknowledge supplier order confirmations and update ERP accordingly
• Communicate routine status updates and confirmations with suppliers
• Flag risks or discrepancies to Plant Manager or COO for resolution

Process & Data Integrity

• Maintain high accuracy and completeness in ERP data for both customer and supplier transactions
• Support continuous improvement of sales and purchasing processes

Knowledge, Skills, Competencies, and Abilities:

• Excellent written and verbal communication skills
• Advanced computer skills, including Microsoft Office Suite applications, and familiarity with ERP Systems
• Strong critical thinking and technical writing skills
• Ability to work cross-functionally across multiple departments within an organization
• Understanding of RFQ-to-order workflows in manufacturing
• Ability to review contracts and identify discrepancies with internal quotes

Required Qualifications:

• Associate or bachelor’s degree preferred (Business, Operations, Supply Chain, or related field)
• 3+ years of experience in sales operations, order management, or purchasing support in a manufacturing or B2B environment
• Experience with ERP systems (experience in manufacturing ERP strongly preferred)

About Northeast Tool & Manufacturing:

Northeast Tool & Manufacturing is a preferred supplier of precision machined components and complex assemblies for the Aerospace, Defense, and Space industries. As an AS9100D and ISO 9001:2015 certified manufacturer, we leverage advanced capabilities including 5-Axis Milling, Multi-Axis Turning, and Wire EDM to deliver high-quality solutions for some of the industry's most demanding applications.

Our success is built on more than precision manufacturing. We are committed to creating an employee-focused culture where team members are provided the training, development, and resources needed to grow their careers. We offer competitive pay, comprehensive medical, dental, vision, and life insurance, a 4% company-matched 401(k) through Fidelity, nine paid holidays (including your birthday), and a collaborative, team-oriented work environment.

At Northeast Tool, we believe the company grows when our people grow. If you're looking for a challenging and rewarding career where your contributions make an impact, we encourage you to apply.