Aftermarket Sales Support Associate

Key Responsibilities

• Sales Order Entry
• Accurately input customer sales orders — including commercial and government contract orders — into the order management or ERP system in a timely manner
• Review incoming orders for completeness, pricing accuracy, correct contract line item numbers (CLINs), and proper authorizing documentation prior to entry
• Maintain organized records of all entered orders, confirmations, and related correspondence, with particular care for the documentation trail required on government orders
• Government Contract & DCMA Compliance Support
• Process orders issued under government contracts, ensuring all required data fields — contract number, CLIN, delivery order number, and funding citations — are captured accurately at the time of entry
• Maintain familiarity with DCMA oversight requirements and support internal readiness for DCMA audits, surveillance visits, and contract review activities
• Carefully coordinate with the contracts, quality, and shipping teams to ensure government orders meet applicable delivery, packaging, and documentation requirements (including DD250 / WAWF submission support where applicable)
• Avoid any discrepancies between purchase order terms and contract requirements to the appropriate contracts or compliance personnel before processing
• Follow-Up & Order Tracking
• Monitor the status of all open orders — commercial and government — from entry through fulfillment, proactively identifying any delays or issues
• Follow up with warehouse, purchasing, shipping, production, and contracts personnel to confirm order progress and resolve hold-ups
• Communicate order status updates to sales representatives and, when appropriate, directly to customers or government contracting officers' representatives (CORs)
• Track back-ordered or out-of-stock items and follow up with the relevant team to provide accurate ETAs
• Ensure all outstanding orders are accounted for at the close of each business day, with no items left unresolved without a documented next step

Internal Communication & Coordination

• Serve as the coordination point between the sales team and internal departments — including warehouse, logistics, contracts, quality, and billing — for all order-related matters
• Respond promptly to inquiries from sales staff regarding order status, pricing, contract terms, or discrepancies
• Flag any recurring order issues or process gaps to the supervisor and suggest practical improvements
• Build and maintain cooperative working relationships with colleagues across departments to facilitate smooth order flow on both commercial and government work

Administrative Support

• File and maintain accurate records of all sales orders, contract documents, confirmations, invoices, and supporting materials
• Aid in generating daily or weekly order status reports for management, including visibility into open government contract deliverables
• Support the broader sales operations team with data entry and clerical tasks as needed