Office Administrator & Sales Support Executive (Melville)

Company Description Abbotts Freight is a logistics company specializing in US-global trade lanes, supporting importers with real-time shipment visibility and seamless customs processes. The company focuses on ocean, air, and project logistics, providing tailored solutions for diverse cargo and supply chain needs. Abbotts Freight emphasizes reliable, efficient movement of goods across international markets. Team members collaborate to deliver transparent, customer-focused services that keep clients informed and confident throughout the shipping process. The culture encourages proactive problem-solving and commitment to service excellence.

About the Role We are seeking an organized, proactive, and detail-oriented professional to manage daily office operations and provide critical support to our sales team. In this dual-function role, you will streamline administrative workflows, liaise with clients, prepare accurate sales quotes, and maintain vital operational records—enabling our sales team to focus on closing deals and driving business growth.

Key Responsibilities

Office Administration

• Communications Management: Serve as the first point of contact by answering inbound calls, directing inquiries, screening emails, and welcoming visitors professionally.
• Records & Documentation: Maintain digital and physical filing systems, execute accurate data entry, and safeguard company records.
• Facilities & Inventory: Monitor office supply levels, anticipate replenishment needs, and coordinate vendor purchasing within budget.
• Scheduling & Logistics: Manage executive calendars, coordinate internal and client-facing meetings, and arrange basic travel logistics.

Sales Support & Coordination

• Quote & Proposal Generation: Prepare sales quotations, assist in drafting proposals, and process incoming orders with speed and accuracy.
• Client Service: Address inbound client inquiries via phone and email, resolving routine issues or escalating them to account executives when necessary.
• Pipeline Support & Follow-Up: Track pending quotes, conduct structured client follow-ups, and log customer feedback.
• CRM & Data Hygiene: Maintain up-to-date customer profiles, pipeline stages, and communication histories in the CRM.
• Reporting: Compile daily, weekly, and monthly sales tracking and operational activity reports for management review.

Qualifications & Requirements

• Experience: 1–3 years of hands-on experience in office administration, back-office operations, or sales coordination. Prior experience in Freight Forwarding or Logistics is strongly preferred.
• Education: High school diploma required; an Associate or Bachelor’s degree in Business Administration or a related field is a plus.
• Technical Proficiency: Strong command of Microsoft Office Suite (advanced Excel formulas, Word, and Outlook).
• Software Experience: Familiarity with CRM or industry software platforms (e.g., GoFreight, Salesforce, Datamine, or similar web-based databases).
• Communication Skills: Professional, articulate verbal communication and error-free business writing skills.
• Work Ethic: Demonstrated ability to prioritize competing tasks, multitask under deadlines, and maintain meticulous attention to detail.