Order Support Administrator

2 weeks ago

Garden Grove, United States FEI-Zyfer Inc Full time

Full-Time Non-Exempt Position - Req # 191

U.S. Citizenship Required for this Position

**Overview**:
We are seeking a highly organized and detail-oriented Order Support Administrator to join our team. As an Order Support Administrator, you will play a crucial role in supporting our sales team and ensuring the smooth operation of our sales processes. This is a full-time position with competitive compensation.

**Responsibilities**:

- Initial point of contact for all customer inquiries, including requests for quotation (RFQ), return material authorizations (RMA), and order inquiries.
- Support sales by providing product availability, pricing, and obtaining the necessary information from the customer, and when required, re-directing the inquires to the appropriate FEI-Zyfer staff member, and ensuring a response is provided to the inquirer on a timely basis.
- Provide assistance to sales representatives with status and information regarding quotes and purchase orders.
- Enter sales orders for new purchase orders and contracts as required and on a timely basis, to include processing through our ERP system and coordinating with Operations.
- Retrieve orders and contracts from customer online sites as required (e.g., from the EXOSTAR, Oracle, L3 Harris Expo, and other customer online portals.)
- Interface with the VP of Sales and Marketing, the Sales Managers, and with Operations (Planning, Production and Shipping/Receiving) as needed to maintain current status of production orders and RMAs.
- Respond to order and repair (Returned Material Authorization) status and schedule inquiries, resolve discrepancies with the customer and with internal staff, and coordinate and expedite orders and repair items when needed.
- Coordinate with internal FZI staff, process paperwork and enter orders for demonstration equipment, and update and maintain an accurate inventory of demonstration equipment and supplies, to include inventory on-hand and demonstration equipment at customer and other sites.
- Update and maintain the quote log, analyze and provide contract review metrics, survey metrics, and run reports on quote activity and other statistics in support of weekly staff meeting.
- Send Customer Survey forms as directed to customer engineering, program and contracts staff, compile the results of the surveys received in a spreadsheet, and prepare reports and graphs for review by management.
- Obtain, collect and produce statistics and reports on product delivery performance.
- Run database Query Tools in Visual to ensure that correct product codes, warehouse IDs, revenue totals and target costs are maintained in the system.
- Assist Accounting by obtaining credit information from new customers, information on projects, running query reports and making entry corrections. Work with Operations to obtain ETCs for projects, and relaying cost information to accounting.
- Place orders for office and lunch room supplies, and with their receipt, storage and distribution.
- Assist with Trade Show coordination, with purchasing and acquisition of Trade Show promotional items, and with the preparation, printing and shipping of sales and other promotional literature and materials.
- Complete Customer Representations and Certifications questionnaires.
- Prepare shipping labels for Federal Express, United Parcel Service (UPS), and other domestic and international Common Carriers via customer portals.
- Perform other duties as assigned by the supervisor or management staff.

**Experience**:

- Demonstrated ability to_:

- Prepare quotations and assist in the preparation of formal proposals.
- Enter purchase orders, Contract, RMAs with accuracy and complete a contract review for all orders.
- Work closely with customers and assist in processing and handling Return Material Authorizations (RMA) incoming and outgoing systems, modules, and equipment.
- Track sales orders through the manufacturing process and weekly productions meetings.
- Detailed functional knowledge of Microsoft Office Suite 2016 or later (Word, Excel, Power Point and Outlook), and Adobe Acrobat (Portable Data Format (.pdf)) entry and editing.
- 2 - 4 years of experience in relevant occupation.
- 5 + years of contract / data entry administration experience.
- Excellent English communication skills, both oral and written.
- Good work ethics and attention to detail.
- Ability to work with minimum supervision and capable to take initiative for all administrative duties.
- U.S. Citizenship is mandatory.
- High School Diploma required.
- **Additional Desirable Experience**:_
- Working knowledge of Infor’s Visual Enterprise Modules (Engineering/Manufacturing, Inventory, Sales and Customer Relationship Management (CRM)).
- Experience working in an Aerospace or Manufacturing Company.
- Knowledge of AS9100 Certification.

We offer competitive compensation for this position. If you are a motivated individual with strong organizational skills and a passion for supporting sales teams, we

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