Sales Administrative Coordinator

Sales Administrative Coordinator

Kelly Services has partnered with a manufacturing company in a cutting-edge industry to find an administrative professional to join their North America sales team at the Biddeford, ME facility. This is a multi-faceted role that serves as the voice of the customer within our client's manufacturing operation. This person will be the primary point of contact for order processing, customer communication, logistics coordination, and RFQ Request for Quote management ensuring that every customer interaction is handled with professionalism, accuracy, and urgency.

This colleague will provide administrative support to the broader sales team, manage legacy customer accounts, and prepare cost estimates as assigned. Apply today for immediate consideration!

Key Responsibilities

• Manage legacy customer accounts, maintain active relationships, monitor open orders, and proactively communicate on order status and delivery schedules.
• Process customer purchase orders: enter, revise, and update sales orders, RMAs Return Material Authorizations, and related transactions in the company’s ERP system Microsoft Dynamics AX.
• Provide order confirmations, lead times, and delivery status updates to customers via phone and email.
• Coordinate domestic and international shipping logistics, including carrier selection, shipping account management, routing guides, and delivery tracking.
• Liaise with freight forwarders, customs brokers, and internal stakeholders to ensure on-time delivery to customers across North America and globally.
• Monitor and communicate shipment status, including port arrivals, customs suppression holds, and last-mile delivery updates.
• Support RFQs ensure all customer requests for quotation are acknowledged, routed, and responded to in a timely fashion.
• Prepare and issue quotations for sputtering target products in coordination with the estimating and engineering teams.
• Provide administrative support to the North America sales process by proactively reaching out to customers to get insights into future demand and current usage.
• Work with sales team to generate and maintain reports, including weekly sales statistics, open order reports, confirmed POs, back-order status, and expected delivery schedules.
• Update and maintain the AX/ERP database for all sales-related records: customer/prospect/contact information, shipping accounts, routing guides, and opportunity tracking.
• Manage orders, quotes, and customer-related documentation.
• Attend production meetings, quote meetings, and internal planning sessions as required.
• Assist in drafting and editing sales procedures and processing documentation.
• Assist with AR collections on accounts.

Qualifications

• Associate degree in business, supply chain management, or related field; or equivalent combination of education and experience. High school diploma/GED with 3+ years of relevant experience will also be considered.
• 2-3 years in inside sales, customer service, order management, or administrative support role.
• Proficiency in Microsoft Office Suite Word, Excel, Outlook and experience working within an ERP system Microsoft Dynamics AX or similar.
• Excellent verbal and written communication skills with a professional, customer-facing demeanor.
• Strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced manufacturing environment.
• Proficient math skills for estimating, pricing, and reconciliation tasks.
• Ability to work independently and collaboratively with all levels of staff and management.
• Experience in manufacturing industry in a B2B manufacturing setting.
• Familiarity with international shipping, export compliance, and trade documentation e.g., End-Use Statements, Denied Parties screening).
• Experience preparing customer quotations and cost estimates.
• Knowledge of CRM platforms, sales engagement tools, or quoting software.