Sales Administration Assistant Jobs

The Sales Administration Assistant will play a vital role in supporting both the Outside and Inside sales teams by performing various administrative tasks related to order processing, expediting, credits, returns, customer communication, and maintaining accurate records. The successful candidate will possess excellent communication skills, strong attention to detail, and the ability to multitask effectively.

Duties And Responsibilities

Open Orders:

• Contact customers to confirm orders and coordinate with the inside sales team to have materials shipped to customers or coordinate order cancellations if necessary.
• Work with the Outside and Inside sales teams to determine the validity of outstanding customer orders.

Expediting:

• Monitor and track the progress of orders to ensure materials arrive by the estimated time of arrival (ETA) date.
• Verify the accuracy and validity of customer order dates.

Credits and Rebills:

• Issue customer pricing credits and rebills

Returns:

• Coordinate with the sales (outside and inside) and warehouse teams to obtain Vendor Return Merchandise Authorization (RMA) for returning materials.

Customer Discount Sheets/Letter:

• Respond to requests from Outside Sales Representatives (OSRs) to send customer discount sheets or letters.
• Prepare and distribute the requested documents accurately and in a timely manner.

Administrative Sales Support:

• Assist with administrative tasks as requested by the sales team.

Coordinating Payments to Customers:

• Collaborate with the appropriate departments, such as Accounting/Accounts Payable (AP) and the Sales team, to facilitate the timely processing and delivery of rebates to customers.

Usage Reports:

• Send customer or Outside Sales Representatives (OSRs) usage reports upon request.
• Ensure the reports are delivered within the specified timeframe.

Vendor Purchasing Reports for Credits:

• Maintain accurate records and ensure prompt communication with vendors.
• Prepare and send purchasing reports to vendors for credit purposes.

Customer Contact File Maintenance:

• Update and maintain the Customer Contact File in AS400 by working closely with the Outside Sales Representatives (OSRs).
• Ensure the contact information is accurate and up to date.

Other

• Other duties as assigned

Mandatory Requirements

• Attention to detail and ability to maintain accuracy in data entry and record keeping.
• Excellent written and verbal communication skills.
• Proficient in using O365, computer systems, databases, and software such as AS400.
• Ability to work collaboratively with cross-functional teams and build positive relationships.
• High school diploma or equivalent; additional relevant certifications or education is a plus.
• Ability to adapt to changing priorities and work in a fast-paced environment.
• Strong problem-solving skills and ability to adapt to changing priorities.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong organizational skills with the ability to handle multiple tasks and prioritize effectively.
• Knowledge of sales processes and terminology is desirable.
• Proven experience in an administrative or support role, preferably in a sales, finance, or customer service environment.

Apply Now