Administrative Assistant - Sales Department

TITLE:Administrative Assistant - Sales Department

POSITION OBJECTIVE:The Administrative Assistant supports the effective operation of the sales department by providing administrative coordination, customer communication support, and data management. This role ensures timely and accurate processing of sales staff and follow-ups while assisting the Manager in organizing schedules, preparing reports, and maintaining departmental workflows. The objective of this position is to enhance team efficiency, strengthen customer relationships, and contribute to the achievement of overall sales and service goals.

QUALIFICATIONS:

• Great communication abilities, including written and verbal communication
• Time-management skills to respond to customer emails and calls
• Multitasking and organizational skills to work on multiple issues at one time
• Teamwork skills to collaborate with representatives and coworkers in other departments
• Escalating queries and concerns, when necessary
• Interpersonal and customer service skills to ensure positive interactions with customers
• Active listening and the ability to determine what customers need
• Detailed oriented
• Computer knowledge of Microsoft Applications - Outlook, advanced Excel skills; HUBSPOT, CRM software
• Self-driven
• Must be accurate with numbers and order entry
• Ability to adapt as the company grows and changes
• Previous manufacturing, accounting and scheduling experience helpful
• College education preferred.

• Ensure consistent, dependable attendance and demonstrate a willingness to accommodate non-standard work hours as necessary.
• Capable of effectively managing job-related stress and fostering productive workplace interactions.

JOB RESPONSIBILITIES:

• Maintainmanufacturing-based customer accounts. Each customer has unique processes.
• Implement CRM software and maintain incoming information.
• Will require internal follow up with other departments.
• Create and maintain physical and electronic records
• Quote logs - new and existing business
• Potential business log - periodic status reporting
• Customer agreements/NDAs
• All quote preparation and submission, electronic quote submission.
• Knowledge of USMCA
• Understanding and daily use of HUBSPOT
• Creating sample costing
• Updates on House accounts
• Following up with Engineering and Sales
• Maintain customer visit schedule
• Help to create tools/documents for sales and customer onboarding
• Work closely with production, quality, accounting, purchasing and shipping/receiving
• Other duties as assigned