The Sales & Service Administrator (SSA) is responsible for receiving and processing customer purchase orders via email and over the phone. The SSA executes the contract and order review process to ensure customer purchase orders are complete, accurate, and that requirements can be met. This is a supportive role that works with Sales, Service, Operations, Engineering, and Finance to ensure overall team success.
Essential Duties and responsibilities and expectations:
- Receiving and processing quote requests, warranty requests, return materials authorizations (RMA), and purchase orders (full systems, parts, upgrades, and service orders) as per the contract and order review process.
- Ensures customer purchase orders, Terms and Conditions, and INCOTERMS match the most recent quote; coordinates harmonization of customer terms and Montana Instruments terms if there is any discrepancy.
- Processes any sales order changes and immediately communicates the changes to Production and Engineering.
- Enters purchase orders into ERP system, processes changes and cancellations.
- Maintains documentation and processes for the Sales team.
- Verifies accuracy of data and maintains customer and sales order databases.
- Record-keeping and reporting for Sales team meetings.
- Facilitates email conversation with customers around orders for systems and parts.
- Manages the customer relationship management (CRM) system and associated processes.
- Send pre-shipment and final shipments notifications to the customers.
- Ensure Trade Compliance of all exports.
- Calculates domestic sales tax via the Atlas Copco North America tax portal.
- Gets shipping quotes for the Sales team.
- Manages customer purchasing portals.
- Answers the Montana Instruments main telephone line.
- Assist with coordination of the Service schedule.
To succeed, you will need
We encourage you to apply even if you don't meet every single requirement. We value diverse experiences and perspectives and are excited to see what you bring to the role.
Minimum Qualifications (Experience/Education):
- A bachelor's degree in business administration, marketing, or 3 years of administrative experience.
- Experience working with ERP systems and Salesforce is highly desirable.
- Experience selling products internationally through distributors is highly desirable.
Competencies or Knowledge, Skills, and Abilities (KSAs):
- Excellent organizational and multitasking skills.
- Team-player attitude with high attention to detail.
- A basic understanding of CRM and ERP Software.
- Proficient knowledge with Microsoft Office Suite.
- Ability to work under strict deadlines.
- Ability to multitask several different activities simultaneously.
- Flexibility to allow for shifting priorities depending on Sales, Service, and customer needs.
- Self-motivated, driven, and able to work independently (or under direction).
- Strong verbal and written communication skills.
In return, we offer
- Culture of trust and accountability
- Lifelong learning and career growth
- Innovation powered by people
- Comprehensive compensation and benefits
- Health and well-being
Job location
This role requires you to work on-site at our office in Bozeman, MT, United States (US). You will be part of a dynamic team and enjoy the benefits of face-to-face collaboration.
To apply: Follow this link
Montana Instruments Corporation
Jan 15, 2026