Distribution Administrator

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Job Summary – Distribution Administrator

The Distribution Administrator plays a vital role in supporting spare parts sales operations by managing customer interactions, including preparing quotations, order acknowledgements, tracking order statuses, and processing RMA returns. This role demands swift response to customer inquiries and efficient multitasking in a high-paced environment. Key responsibilities include generating delivery notes and coordinating with warehouse and logistics teams to ensure timely order fulfillment.

Additionally, the administrator provides first-line customer service for both internal stakeholders and external clients. They also collaborate with the Materials Planning and Purchasing departments to align external and internal demands, ensuring material availability and on-time delivery.

This role offers a promising opportunity for long-term extension and potential transition to permanent employment with a leading aerospace organization.

Key Responsibilities

• Receive and manage incoming materials using SAP.
• Perform end-to-end spares sales order management: generating quotations, entering orders, providing acknowledgements, processing changes, tracking status, ensuring fulfillment, and handling occasional invoicing.
• Ensure order entry accuracy in SAP, including customer data, part numbers, pricing, delivery terms, and compliance with RFQs, contracts, or sales catalogs.
• Monitor and respond to customer requests via Microsoft Outlook and customer portals, maintaining up-to-date communication threads.
• Act as the first point of contact for customer inquiries, expedite requests, and changes, while coordinating responses with internal stakeholders.
• Provide regular order status updates, track delivery performance, and manage backorders. Work cross-functionally with Purchasing, Materials Planning, and Distribution teams to meet commitments.
• Identify at-risk or delayed orders and lead efforts to resolve bottlenecks.
• Address and resolve customer issues related to rejected or disputed shipments, including issuing RMAs, credit memos, or replacement orders, and ensure proper documentation and resolution to prevent recurrence.
• Support reporting and performance tracking for continuous improvement in delivery and customer satisfaction.
• Perform additional duties as assigned.

Candidate Requirements

Minimum Qualifications:

• Education:
• Associate’s degree with at least 1 year of relevant experience, OR
• High school diploma/GED with at least 2 years of relevant experience.
• Relevant Experience:
• Background in one or more: Customer Service, Sales Order Management, Supply Chain, Distribution Operations, Materials Planning, Purchasing, or Inventory Control.
• Skills:
• Fluent in written and spoken English with excellent communication skills.
• Strong organizational and multitasking abilities with keen attention to detail.
• Proficiency in handling numbers, discounts, credits, and percentages.
• Independent, proactive, and capable of working within a matrixed team structure.
• Strong decision-making skills to identify and resolve issues proactively.
• Must be legally authorized to work in the country of employment.

Preferred Qualifications:

• Hands-on experience with SAP, especially in sales order modules.
• Prior exposure to the aerospace, aviation, or electronics repair/manufacturing industry.
• Familiarity with ERP systems, MRP analysis, and basic inventory control functions.
• Experience generating reports, metrics, and dashboards using Excel, Outlook, and other Microsoft Office tools.
• Working knowledge of import/export processes, Incoterms, and interpreting purchase order terms.
• Ability to read technical documents, including engineering drawings and service bulletins.
• Certifications in Customer Service, APICS, or ISM supply chain disciplines are a plus.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you a US Citizen or a GC Holder?
• Do you have experience with Sales Order Administration?
• Do you have experience with SAP?

Work Location: In person