Sales Order Administrator

Aston Carter Beaverton, Oregon
sales sales order administrator configuration shipping invoicing resolving communication delivery sales management customs customer service
March 29, 2023
Aston Carter
Beaverton, Oregon


This position is responsible for processing customer orders, which includes purchase order review, configuration, order entry, and invoicing as well as resolving discrepancies and answering customer inquires. The individual in this position will review letters of credit and prepare required documentation for presentation and collection. They will also determine export requirements for international orders. Assist with import issues as required. Majority of the communication is done through emails so very little phone work. Will need to have good writing skills.


+ Process customer orders for specific territories. Act as customer interface for all new orders and inquiries within territory.

+ Remain current on export regulations and requirements and advise employees, customers, international subsidiaries, reps and distributors as needed to ensure compliance with U.S. export laws.

+ Review letters of credits, resolve discrepancies and prepare documentation for presentation and collection.

+ Review orders and resolve discrepancies related to pricing, configuration, payment terms, or delivery requirements. Ensure non-standard terms and conditions are documented and approved.

+ Configure orders from model numbers to part numbers.

+ Review scheduled ship date; the customer's need date, and import and export requirements. If necessary, expedite order with Operations.

+ Maintain validity of the Backlog Detail Report. Provide customers with order status/scheduled ship dates.

+ Prepare necessary shipping paperwork, commercial invoices, and government shipping documentation. Provide Shipping Department with shipping instructions. Interface with freight forwarders and carriers to ensure shipments are made according to customer requirements and if required, trace shipments.

+ Prepare and distribute invoices. Provide copies of invoices for installable products to Service Department. Assist Finance in resolving any invoicing/collection problems as necessary.

+ As required, work with sales and configuration management to resolve configuration issues and obtain part numbers for new or "special" products.

+ As necessary, work with import broker to properly classify and process imports.

+ Compile, prepare, maintain and update customer data base and files to ensure accurate record keeping of the transactions.

+ Assist customs brokers with customs clearance as necessary.

Additional Skills & Qualifications:

+ Minimum of 3 years of order management/ customer service experience or a minimum of three years experience in high technology customer service, purchasing or order processing is required.

+ Minimum one year of experience in working directly with customers. Must be customer oriented and work diligently to satisfy customer needs.

+ Ability to work effectively with a variety of organizations and customers. Excellent communication and interpersonal skills, written and oral, and negotiation skills.

+ Must have excellent record keeping skills and pay great attention to detail. Requires strong analytical and problem solving skills and sensitivity to details.

+ Able to work effectively and responsibly with minimum supervision. Able to multi task, plan and prioritize work.

If interested, please apply or send your resume in an email to Guillermo at [email protected]

About Aston Carter:

Please Note: Scammers are posing as Aston Carter. We'll never contact you via Gmail, Telegram, or WhatsApp and we'll never solicit money from you.

At Aston Carter, we're dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions - from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless.

Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients' capabilities by seeking solvers and delivering solutions to address today's workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit Aston Carter is a company within Allegis Group, a global leader in talent solutions.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call 888-###-#### or email [email protected] ( [email protected]) for other accommodation options. However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.

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