Sales Administrator

HORIBA Scientific is our global team focused on improving and exceeding customers’ present and future needs by integrating the scientific market expertise and resources of HORIBA. HORIBA Scientific product offerings encompass elemental analysis, fluorescence, forensics, GDS, ICP, particle characterization, Raman, spectral ellipsometry, sulfur-in-oil, water quality, and XRF. Prominent absorbed brands include Jobin Yvon, Glen Spectra, IBH, SPEX, Instruments S.A, ISA, Dilor, Sofie, SLM, and Beta Scientific. By combining the strengths of the research, development, applications, sales, service and support organizations of all, HORIBA Scientific offers researchers the best products and solutions while expanding our superior service and support with a truly global network.

We re currently have a Sales Administrator position located in our new facility in Piscataway, New Jersey.

Summary: Support sales of Scientific Instruments to affiliates or customers to ensure accurate and on-time order entry and delivery that meets all compliance requirements of US Export and Foreign Import Governments.

Provide support and problem resolution to order inquiries regarding various questions or issues. 

Utilize SAP to complete and maintain accurate order information according to purchase orders and quotes

Ensure all Export shipping documents are prepared and accurate, as well as, correctly transmitted to appropriate parties in a timely manner

Ensure all letter of credit documentation is prepared and accurate, as well as, submitted to the bank within the required validity as indicated on the Letter of Credit.

Communicate effectively with Affiliates, sales team, production, purchasing, warehouse and outside contacts such as freight carriers and banks.

Provide administrative support to the sales team with preparing and responding to RFQ/Bids as needed within the required deadline.

Use Customer Relationship Management software such as Salesforce and/or ServiceMax to input data as needed



  • SAP sales order entry (all countries)
  • Prepare required Export shipment documentation according to the purchase order and letter of credit. ( packslips, commercial invoice etc.)
  • Completing information in DHL and Fedex platforms
  • Preparing AES/ ACE documentation for US Customs clearance on exports 
  • Schedule and monitor air freight bookings with freight forwarders 
  • Prepare and submit  Letter of Credit payment documentation 
  • Maintain various excel files – orders, shipments, letter of credit
  • Maintain communication with affiliates/customers for all assigned orders
  • Prepare and respond to RFQ/ Bids 
  • A/R follow up as needed 
  • Maintain and distribute weekly delivery updates – All countries
  • Flexibility to assist other team members and process orders and shipments for non-assigned counties as needed.


SKILLS and Competencies:

  • SAP Minimum 3 year experience 
  • Export documentation (i.e. SLI, packing lists, commercial invoices) minimum 3 years experience
  • Knowledge of International shipping terms
  • Knowledge of Letter of Credit documentation
  • Excel, Word
  • AES/ACE, Ship ERP and Salesforce experience a plus
  • Strong interpersonal and communication skills 
  • Good organizational skills with attention to detail

Compensation Package:

HORIBA Instruments offers a competitive compensation package that includes a 401(k) plan with match; employee group dental, vision, life, and disability (short and long-term) paid for by the company; medical insurance, family dental and vision insurance, and supplemental life insurance available with reasonable employee contributions; employee assistance program; paid holidays, vacation, and sick time; flexible spending accounts; and educational reimbursement and commuter benefit programs.

EEO/Affirmative Action/Veteran Status/Disabilities.

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