Sales Support & Administrative Assistant

Job Description

Job Description

Job Title: Sales Coordinator

Job Description

The Sales Coordinator provides critical financial and administrative support to a team of sales account managers and a diverse customer base. This role focuses on creating and verifying invoices, managing purchase orders, and ensuring accurate pricing and payment information within the company’s systems. The Sales Coordinator works closely with sales staff, engineers, and customers to resolve invoicing and pricing issues, perform detailed three-way matches, and track outstanding payments. This position is ideal for someone who enjoys working with data, collaborating across teams, and delivering excellent customer service in a fast-paced, sales-driven environment.

Responsibilities

• Create, verify, and process customer invoices with a high level of accuracy.
• Follow up on invoices to obtain complete financial data and confirm payment information.
• Generate purchase orders for customers and ensure all related documentation is correct and up to date.
• Access customer portals to verify pricing, invoice details, and other financial information.
• Support sales account managers and engineers by entering pricing and payment information into the internal systems.
• Use SAP and other ERP tools to look up pricing information, review documentation, and validate data.
• Perform consistent three-way matching between sales orders, bills of lading (BOL), and SAP data to ensure customers are billed correctly.
• Review and check bills of lading (BOL) to confirm quantities, pricing, and shipment details align with sales orders and system records.
• Track customer payments, monitor outstanding balances, and help maintain accurate accounts receivable records.
• Communicate with customers via email and phone to address invoicing issues, including discrepancies related to pricing, quantity, or documentation.
• Collaborate internally with sales and engineering teams to investigate and resolve invoicing and pricing discrepancies.
• Provide ongoing customer service and support related to invoices, purchase orders, and payment status.
• Maintain organized records and documentation for invoices, purchase orders, and related financial data.
• Use Microsoft Excel to manage, analyze, and report on financial and sales-related data.
• Contribute to continuous improvement of invoicing and sales support processes by identifying issues and suggesting practical solutions.

Essential Skills

• At least 1 year of recent experience in sales administration or a similar role involving invoicing and sales support.
• Proven experience creating and managing invoices for customers.
• Hands-on experience working with purchase orders in a professional environment.
• Strong proficiency in Microsoft Excel, including working with spreadsheets and data entry for financial or sales information.
• Experience providing customer service related to financial, invoicing, or order-related inquiries.
• Familiarity with ERP systems for managing pricing, orders, and financial data.
• Ability to perform detailed three-way matching between sales orders, bills of lading, and system data to ensure accuracy.
• Strong attention to detail and accuracy when handling financial and pricing information.
• Effective written and verbal communication skills for interacting with customers, sales teams, and engineers.
• Ability to work collaboratively with cross-functional teams in a sales-focused environment.
• Associate’s degree or equivalent education.

Additional Skills & Qualifications

• Bachelor’s degree is highly preferred.
• Experience using SAP is a significant advantage.
• Broader ERP system experience beyond SAP is highly preferred.
• Previous experience supporting sales teams or account managers in an administrative or financial capacity.
• Comfort working with customer portals to verify pricing and invoice information.
• Ability to manage multiple tasks and priorities in a fast-paced office environment.
• Strong problem-solving skills for resolving invoicing and pricing discrepancies.
• Interest in working closely with both sales and engineering professionals.

Work Environment

This role is scheduled for 35-42 hours per week, but the candidate will be paid on an hourly rate. The position begins fully onsite for the first few weeks to support training and onboarding, then has the chance to transition to a hybrid arrangement. The office has approximately 27 employees, primarily in sales and engineering, along with other administrative support staff. The role is predominantly onsite Monday through Friday, offering regular business hours in a professional, collaborative office setting that relies on SAP, ERP systems, and Microsoft Excel to support sales and financial operations.

This is a Contract position based out of Farmington Hills, MI.

The pay range for this position is $28.00 - $31.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Farmington Hills,MI.

This position is anticipated to close on Jun 4, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard 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 email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.