Sales Support Specialist

Birmingham Fastener & Supply · United States

Sales Admin

Summary

This position supports day to day activities with order processing and administrative operations with a strong focus on accuracy, organization, and timely execution. The role is responsible for reviewing and entering customer orders, generating invoices, and providing general administrative support to sales and operations teams.

The ideal candidate is highly detail-oriented, able to manage multiple priorities, and comfortable working within an ERP system in a fast-paced environment.

Essential Functions/Duties

1. Contract Review & Order Entry
   • Review incoming purchase orders against quotes and prior correspondence to ensure accuracy and completeness
   • Enter orders into the ERP system with a high level of attention to detail
   • Identify and resolve discrepancies prior to order acceptance
   • Send order acknowledgments to customers and copy appropriate sales representatives
2. Invoicing
   • Generate invoices for completed shipments within the ERP system
   • Ensure invoices align accurately with shipped orders and customer requirements
   • Distribute invoices to customer accounting departments in a timely manner
   • Maintain organized records of invoicing and related communications
3. Administrative Support
   • Answer and direct incoming phone calls in a professional manner
   • Scan, file, and maintain documentation in an organized system
   • Provide general administrative support to sales and operations teams as needed

Competencies

1. Strong attention to detail and accuracy in data entry and document review
2. Ability to identify discrepancies and resolve issues independently
3. Effective time management with the ability to prioritize multiple tasks
4. Strong communication skills, both written and verbal
5. Customer service mindset with a professional and responsive approach
6. Proficiency in Microsoft Office (Word, Excel, Outlook)
7. Ability to learn and navigate ERP systems

Physical/Cognitive Demands

This is largely a sedentary role; however, walking long distances (over uneven surfaces) to/within our production facility is required. Position also requires the ability to lift boxes, open filing cabinets and bend or stand as necessary. Cognitive abilities required include deductive reasoning, information ordering, oral comprehension, oral expression, problem sensitivity, written comprehension, and written expression.

Position Type/Expected Hours of Work

This is a full-time position. Monday through Friday, 7am to 4:30 pm

Required Education and Experience

1. High School Diploma, GED or equivalent required

Preferred Education / Experience

1. 1–2 years of experience in order entry, invoicing, or administrative support
2. Experience in a manufacturing or sales environment preferred
3. Experience working in an ERP system (Kinetic or similar)

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.

Pre-employment testing (including background**, drug screening and agility testing) will be required post offer. ** Criminal conviction does not automatically disqualify any candidate.