Sales Administrator in Sandy Hook, Connecticut at SMT, Corp.

About SMT, Corp.SMT Corp. is recognized as the industry leader in counterfeit electronics detection and supply chain assurance, providing mission-critical components and verification services for high-reliability applications.

Internal Sales Support, Order Coordination & Report Quality Review

Job Type

Work Location

Role Scope

Full-time

In person – Sandy Hook office

Internal only

Position Summary

The Sales Administrator provides internal administrative and operational support to the Sales team and coordinates order-related workflow between internal departments. The role supports order administration, initial contract review, open-order monitoring, non-conformity follow-up, inventory and shipment actions, customer questionnaire preparation, and administrative quality review of reports before customer release. This is an internal support role. The Sales Administrator does not manage customer or vendor relationships and escalates matters requiring customer interaction, commercial judgment, or more complex resolution to Inside Sales or the appropriate responsible function.

Primary Responsibilities

Support the Sales team and Sales Administration Manager with day-to-day administrative activities and internal order processing.Create, process and review Sales Orders in Acumatica based on approved internal requests and source documentation.Monitor the open order book, identify items requiring follow-up or action, and coordinate internally with the responsible department to help keep orders progressing.Carry out the initial contract review of new orders, checking order information, documentation requirements, testing, packaging, shipping, quality requirements, and applicable flow-downs against the Sales Order and supporting documents.For export orders, perform the initial research needed to determine whether the product may be subject to export-control requirements, using approved company resources and established processes, and escalate uncertain or controlled cases to the appropriate person.Produce, organize, and maintain documents related to sales, keeping records accurate and current in the appropriate internal files and systems.Coordinate workflow, and documentation where appropriate, with other internal departments as required.Maintain order history, part information, required forms and packets, and other sales-related documentation in established internal systems, Acumatica and QMS locations.Assist with preparation of recurring internal metrics and reports, as assigned.Complete other internal sales administration and departmental support tasks as assigned.

Non-Conformity, Inventory & Shipment Coordination

Monitor Non-Conformity notifications and ensure routine actions are progressed in a timely manner.Update records and take appropriate action on basic Non-Conformity queries where the required response is clear from available information and established procedures.Liaise internally with Purchasing when a Non-Conformity is purchasing-related.Escalate more complex Non-Conformity issues, commercial questions, or any matter requiring customer interaction to Inside Sales or the appropriate responsible function.Take forward actions arising from Inventory Management queries, including coordinating internal information and shipment-related requirements.Initiate shipment requests for the Electrical Lab and work with Shipping to ensure the required shipment information and documentation are provided.Initiate shipment requests for items being sent to third-party vendors and work with Shipping to coordinate dispatch and required documentation.Monitor progress of Electrical lab and 3rd party vendor orders.

Report & Documentation Quality Review

Perform a final administrative check of reports and customer-facing documentation before release by the appropriate customer-facing team member.Compare each report against the applicable Sales Order and supporting order requirements to confirm that part numbers, quantities, testing requirements, customer requirements, and other relevant order details are aligned.Check reports for grammatical accuracy, spelling, punctuation, clarity, consistency, formatting, and professional presentation.Identify discrepancies, omissions, or unclear information and return the document internally to the responsible department or team member for correction before release.Maintain document-control and confidentiality requirements when handling customer, order, test, and quality information.Do not independently change technical conclusions or test results; technical discrepancies are referred to the responsible technical or quality function.

Customer Questionnaires & Departmental Calls

Carry out the initial completion of customer questionnaires using approved company information, existing records, and established internal resources.Route questionnaire sections requiring specialist, commercial, quality, technical, or customer-specific input to the appropriate internal owner, and escalate final customer-facing matters to Inside Sales.Answer incoming calls to the department, identify the nature of the call, and redirect the caller to the appropriate team member or department.The role is not responsible for substantive customer, vendor, or outside-sales discussions; calls requiring account, commercial, technical, or customer-specific handling are transferred or escalated.

Key Performance Expectations

Accuracy of Sales Orders, initial contract reviews, testing documents, reports, and supporting documentation.Timely monitoring and progression of open orders, Non-Conformity actions, Inventory Management queries, and shipment requests.Effective internal communication and coordination between Sales and supporting departments.Ability to identify and apply customer testing, packaging, shipping, quality, documentation, and flow-down requirements from the Sales Order and approved internal sources.Consistent grammatical and presentation quality of reports reviewed before customer release.Appropriate escalation of complex, export-control, commercial, technical, or customer-facing matters.

Qualifications & Skills

High school diploma or equivalent required.1-3 years of administrative, order-processing, documentation, or similar business support experience preferred.Proficiency with Microsoft Office 365, particularly Word, Excel, Outlook, and PowerPoint.Strong written English skills, including grammar, spelling, punctuation, and proofreading.Exceptional attention to detail and ability to compare multiple documents for consistency and accuracy.Strong organization, time-management, prioritization, and follow-up skills.Ability to learn and navigate Acumatica, QMS folders, and other company systems.Ability to follow established contract-review and export-control screening processes and recognize when escalation is required.Ability to work effectively across internal departments while maintaining the role as an internal administrative support function.Ability to handle controlled, confidential, and customer-specific information in accordance with company requirements.

Training & Development Expectations

Months 1-3: Learn Acumatica navigation; create and process Sales Orders; monitor the open order book; locate order history and part information; prepare routine internal forms and packets; answer and redirect departmental calls; perform standard clerical and document-control tasks.Months 3-6: Develop working knowledge of contract review, customer testing and flow-down requirements, packaging and shipping requirements, basic Non-Conformity handling, customer questionnaire preparation, Inventory Management actions, and shipment initiation. Begin structured report-to-Sales-Order quality reviews and learn the approved process for initial export-control research.Months 6-9: Demonstrate reliable recognition of common testing flow-downs, quality codes, package requirements, industry terminology, and routine export-order screening needs; independently progress routine Non-Conformity and open-order actions; coordinate Electrical Lab and third-party vendor shipments through Shipping; proficiently locate requirements in QMS resources; and independently perform routine report quality checks.

Role Boundaries

No RFQ uploads or RFQ portal-management responsibilities.No responsibility for quoting, prospecting, revenue generation, sales quotas, or outside sales activity.No ownership of customer or vendor relationships. The role may answer and redirect departmental calls, prepare customer questionnaires internally, and coordinate internal shipment activity, but substantive external communication is handled by Inside Sales, Purchasing, or the appropriate responsible function.Basic administrative queries may be progressed where the required action is clear from established procedures; complex issues, commercial decisions, or matters requiring customer interaction must be escalated.Export-control research is an initial administrative screening step only; uncertain, restricted, or controlled cases must be escalated in accordance with company procedures.No responsibility for independently changing technical conclusions, inspection findings, or test results.

Company Overview

SMT Corp. is a broad-line independent stocking distributor of board-level electronic components and related peripherals serving commercial, defense, and aerospace markets. The company places particular emphasis on component quality, traceability, inspection documentation, and high-reliability applications.

SMT Corporation is an Equal Opportunity Employer.