AETC Operations - Sales Order Administrator

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.     
 

Required/Essential
Qualifications/ Knowledge, Skills & Abilities

• Must be capable of qualifying and maintaining an ATF explosive handlers license.
• Must be a U.S. Persons as defined by ITAR (22 CFR § 120.62), - be lawful permanent resident (Green Card holder), or protected individuals (asylees/refugees).
• 2+ years of experience in contract administration, order management, or invoicing.
• Computer knowledge in excel, word, or other related business software (ERP Systems)
• Strong attention to detail and organizational skills to ensure accuracy, compliance, and efficient workflow.
• Ability to interpret customer purchase orders and contract requirements and communicate key details to production, planning, quality, and shipping teams.
• Communications skills (both written and oral).
• Must be a team player with excellent interpersonal skills.
• Must be self-directed and be able to work well under pressure, multi-task, and meet deadlines.
• Problem solving skills.

Essential Skills  

• Effective Communication
• Organization Skills
• Strong Attention to Detail
• Subject Matter Understanding          

Preferred Experience 

• 2+ years of related experience in contract administration, order management, invoicing, preferably in aerospace or manufacturing.
• Experience with ERP systems (Rootstock, SAP, Oracle, etc.)    

        
Education  

• High School Diploma or Equivalent                  

Certifications

• Must be capable of qualifying and maintain an ATF explosive handlers license.

Physical Demands

• Must be able to stand/sit for extended period of time.
• Operate office equipment including use of computer and keyboard.

Work Environment

• Low noise level
• May require wearing PPE when entering production areas.
• Occasionally exposed to hazardous materials
• Office environment
• Organized and controlled