Order Administrator

Position Summary

As an Order Administrator (OA) at Boston Semi Equipment (BSE), you will provide support to our global customers and sales team to obtain orders.  You are a focal point for quotations of systems, options, services, and spare parts.  When orders are placed, you review pricing, line items, and terms and conditions of sale before presenting to management for approval to enter into our business management system.  You will ensure engineering and operations groups are aware of the necessary items BSE will deliver to our customers.

Based at the company’s Billerica MA headquarters, the position will involve regular contact with customers and key stakeholders within BSE.


  • Develop quotes of spare parts, kits, and service support by working with manufacturing, service, purchasing and reviewing gross margin with senior management.
  • Review orders to confirm pricing, lead time, Incoterms, acceptance documents, and availability of samples required for product testing.  Writing up order and presenting to Management for approval.  Sending formal Order Acknowledgement to Customer.
  • Prepare daily packing slips by reviewing availability of parts, create all Commercial Invoices and ensure all shipments have necessary paperwork completed and sent to Customer.
  • Daily customer interaction for Service support for assigned customer accounts:
    • Service request processing (email, telephone, internal business systems)
    • Raising quotations for service and consumable parts
    • Following Billable orders through to invoicing
    • Daily RMA creation
    • Monthly usage reports for customers
    • Follow up with customers / FSE’s on approval of service cases to enable invoicing
    • Triggering invoicing
  • Follow up with sales team to status expired/soon to expire quotes.  Gather won-lost reason.
  • Ensure shipment logistics and regulatory freight compliances are met for shipments sent from BSE.  Coordinate with Customs to complete paperwork for imports to BSE.
  • Represent sales and service at manufacturing planning meetings, note new shipment requirements and work with required personnel to make pre-shipment preparations.
  • Work with Service group in creating custom spares kits for Customer quotes.
  • Focal point for all Customer samples, update Customer sample log in SharePoint, send out sample notices to various departments and maintain samples in samples storeroom.

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