Sales Support Administrator

Description

About AllClear Aerospace & Defense

AllClear Aerospace & Defense is the military aviation aftermarket industry’s leading provider of mission-ready solutions. We provide excellence in sustainment for the U.S. militaries and its allies. Headquartered in Miramar, Florida, AllClear’s sustainment solutions cover over 25 of the most utilized military aircraft platforms, supported with distribution agreements from leading OEMs, in-house and managed repair services, engineered products, manufacturing, and logistics solutions.

AllClear represents more than 30 years of defense aerospace sustainment experience and expertise, focused on the bigger mission mindset of keeping militaries mission ready. AllClear locations include Abu Dhabi, UAE; Camarillo, CA; Cambridge, UK; Chatsworth, CA; Greenville, SC; Macon, GA; Miramar, FL; Seoul, S. Korea; Singapore; South San Francisco, CA; and Tokyo, Japan.

To learn more visit GoAllClear.com.

Summary

The Sales Support Administrator provides administrative and operational support to the sales team by managing front desk reception duties, processing sales documentation, and ensuring accurate entry of quotations and sales orders across multiple ERP and CRM systems. This role serves as a key point of coordination between sales, customers, and internal departments by maintaining accurate records, facilitating order processing, and supporting manufacturing and fulfillment activities.

Essential Duties and Responsibilities

• Perform front desk and reception duties, including admitting visitors, maintaining sign-in logs, and notifying employees of guest arrivals
• Receive and process outgoing sales quotations from sales staff via handwritten forms, email copies, and government quoting systems (DIBBS)
• Accurately enter quotations into Pentagon and Quantum ERP systems as required
• Email completed quotations to customers in a timely manner
• Enter qualifying quotations into Salesforce system
• Process incoming customer purchase orders and enter sales orders into Pentagon or Quantum 
• Scan and file sales orders to the designated sales order server folders
• Create work orders in Pentagon for manufacturing requirements and forward them to the Planning Department
• Generate pick tickets for in-stock items and distribute them to appropriate departments
• Maintain accurate sales records and ensure data integrity across ERP and CRM systems
• Support coordination between Sales, Planning, Manufacturing, and Fulfillment teams to ensure timely order processing

Requirements

Education & Experience

• Associate’s degree in Business Administration, Sales, Marketing, or related field preferred. 
• 1–3+ years of relevant experience in sales support, administrative support, order processing, or a similar office role.

Language Skills

• Fluent in English
• Ability to read, analyze, and interpret general business information

Technical Skills

• Proficiency with CRM systems (especially Salesforce) and Pentagon 2000 ERP or quoting/order management systems preferred.
• Strong Microsoft Office skills — particularly Excel, Outlook, and Word. 
• Experience with data entry and document management, ensuring high accuracy and attention to detail. 
• Intermediate Excel skills (Pivot tables, V-Lookups, Macros, Formulas)
• Quantum experience preferred

Preferred (but not required)

• Prior experience in manufacturing, government contracting, or technical sales environments.
• Familiarity with quoting processes, government systems (e.g., DIBBS).
• Additional training or certification related to CRM, sales support, or administrative systems.

Competencies  

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

1. Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data.
2. Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
3. Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
4. Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control.
5. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; 
6. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Work Environment

This role operates in a standard office environment and requires frequent use of a computer, phone, and standard office equipment. Occasional travel to partner offices or audit meetings may be required. Physical requirements may include lifting up to 20 pounds, walking across facility environment, and remaining seated or standing for extended periods.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.