Sage Administrative Assistant

We are seeking a detail-oriented Sage 100 Administrator to manage and maintain our Sage 100 ERP system. This role is responsible for maintaining customer master data, ensuring seamless order processing flow, resolving order anomalies (such as duplicate or stuck orders), and executing mass data updates via Sage 100 Visual Integrator (VI). The ideal candidate will have deep functional knowledge of Sage 100 modules and a proven track record of maintaining strict data integrity across ERP operations.

• Set up and maintain new and existing customer accounts in the Customer Maintenance module, ensuring correct credit limits, payment terms, salesperson assignments, tax schedules, and ship-to addresses.

• Establish standard operating procedures (SOPs) for data entry to maintain consistency across customer master files.

• Routinely audit customer files to identify, consolidate, and merge duplicate customer accounts.

• Monitor open orders across the Sales Order (SO) and Accounts Receivable (AR) modules to detect missing, delayed, or stuck transactions.

• Identify and eliminate duplicate orders prior to fulfillment and invoicing to prevent billing and inventory discrepancies.

• Investigate and resolve order transmission errors between Sage 100 and external platforms (e.g., e-commerce, CRM, or portal integrations).

• Collaborate directly with Customer Service, Billing, and Logistics teams to address order entry bottlenecks and data errors.

• Design, build, test, and execute Visual Integrator (VI) import and export jobs to perform bulk updates to Customer Maintenance, Sales Orders, and price codes.

• Validate source files (CSV, Excel, Text) and conduct dry runs in test companies prior to executing mass changes in live production files.

• Maintain, optimize, and log existing VI job routines for regular batch processing.

• Develop documentation for custom VI job logic, data mapping, and error handling.

• Provide first-line user support for Sage 100 operational errors, data validation issues, and task permissions.

• Assist in troubleshooting Providex/ProvideX data tables, file lockouts, or broken indexes when necessary.

• Generate operational reports, data exports, and audit logs using Custom Lookup Views, Business Insights Explorer (BIE), or Crystal Reports.

• Sage 100 Experience: Minimum 2–3 years of hands-on experience maintaining and administering Sage 100 (formerly MAS 90 / MAS 200).

• Module Knowledge: In-depth knowledge of Sage 100 core modules, specifically:
  • Customer Maintenance / Accounts Receivable (AR)

  • Sales Order (SO)

  • Inventory Management (IM)

• Data Integrity & Analytics: Strong analytical skills with high attention to detail for audit trails, duplicate detection, and missing order reconciliation.

• Problem-Solving: Proven ability to trace data flows and identify the root cause of sync failures or corrupted records.

• Experience with Sage 100 Customizer (adding User-Defined Fields / UDFs and modifying user screens).

• Familiarity with Crystal Reports for Sage 100 or SQL database structures (if running Sage 100 Premium).

• Prior experience managing integrations between Sage 100 and third-party portal/EDI/e-commerce systems.