Position Summary:

The Applied Energy Technology Corp (AETC) is seeking an experienced Sales Order Administrator.  The Sales Order Administrator is responsible for administering customer contracts, processing sales orders, and generating invoices in support of aerospace manufacturing operations. This role ensures that customer purchase orders, contract requirements, and invoicing activities are accurately reviewed, documented, and processed in compliance with company procedures and AS9100 quality management system requirements.

Key Responsibilities:

The Sales Order Administrator has a variety of responsibilities:

Contract & Order Administration

•    Review customer purchase orders and contracts to ensure requirements are clearly defined and understood prior to acceptance.

•    Verify contract terms including pricing, delivery requirements, quality clauses, and regulatory requirements.

•    Enter and maintain accurate sales orders and contract data in the ERP system (e.g., Rootstock, SAP, etc.).

•    Communicate contract requirements and customer flow-downs to relevant departments including production, quality, and shipping.

•    Maintain contract records and revisions in accordance with document control procedures

Invoicing & Billing

•    Generate customer invoices based on shipments, milestones, or contractual billing requirements.

•    Verify shipment documentation prior to invoicing to ensure accuracy and completeness.

•    Process credit memos or invoice adjustments as required.

Customer Order Support

•    Monitor order status and coordinate with production, planning, and shipping to ensure timely fulfilment.

•    Serve as a point of contact for customer inquiries related to orders, invoicing, or documentation.

•    Track order changes, amendments, and contract modifications.  

Records & Compliance

•    Maintain customer contract and billing records in accordance with AS9100 and company record retention policies.

•    Support internal and external audits by providing documentation related to contract review and invoicing.

•    Ensure compliance with applicable regulatory, customer, and company requirements.

Competency:

To perform the job successfully, and individual should demonstrate the following competencies:

•    Detail – Ability to manage multiple priorities while maintaining accuracy and consistency in documents and data entry.

•    Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; 

•    Organizational - The capability to accurately administer customer contracts, process sales orders, and execute invoicing activities in alignment with company procedures and AS9100 quality management system requirements. This competency ensures the organization delivers a reliable, compliant, and efficient order to cash process that supports production operations, financial accuracy, and customer satisfaction.

•    Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs

•    Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.