Order Processing Specialist

Inside Sales Assistant

Location: Ballston Spa, NY

Pay Rate: 20-21/hr

Schedule: Monday- Friday 8-4:30

Position Overview

We are seeking a highly organized and customer-focused Inside Sales Assistant to support our client’s sales team and ensure the efficient processing of customer orders. This role serves as a key point of contact between customers, manufacturers, sales representatives, and internal departments, helping to deliver exceptional customer service while maintaining accurate order and pricing information.

The ideal candidate is detail-oriented, enjoys working in a fast-paced environment, and has strong administrative, communication, and problem-solving skills. This is a full-time, onsite position reporting to the Accounts Receivable/Office Manager.

Key Responsibilities

• Process customer sales orders accurately and efficiently while managing the order workflow between customers and manufacturers.
• Review, print, and import Electronic Data Interchange (EDI) purchase orders on a daily basis.
• Create and maintain customer, manufacturer, and product records within the order management system (MCS).
• Maintain manufacturer pricing and ensure pricing data remains accurate and up to date.
• Partner with the Accounts Receivable team to ensure customer and order information is accurate while providing backup support when needed.
• Complete and maintain required documentation, including price change forms, wholesaler codes, reclamation forms, order uploads, pricing updates, and other operational records.
• Process New Item Forms (NIFs) through forms, email, and customer portals.
• Coordinate product sample requests and monitor deliveries, providing status updates as needed.
• Serve as a primary point of contact for customers and sales representatives by responding promptly to inquiries regarding orders, pricing, product availability, and shipment status.
• Build and maintain positive customer relationships by identifying needs, resolving order-related issues, and ensuring a high level of customer satisfaction.
• Support the sales team with administrative tasks and cross-functional projects to improve operational efficiency.
• Assist with additional projects and responsibilities as assigned.

Qualifications

• High school diploma or GED required.
• Minimum of two years of experience in inside sales support, customer service, order processing, administrative support, or a related office environment.
• Proficiency with Microsoft Office 365; intermediate Microsoft Excel skills are preferred.
• Strong attention to detail with accurate data entry skills.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities with the ability to manage multiple priorities.
• Experience working collaboratively with cross-functional teams.
• Ability to quickly learn new systems, software, and business processes.
• Self-motivated with a proven ability to meet deadlines and performance goals.
• Comfortable working in a fast-paced, customer-focused environment.
• Experience with MCS, DOT Foods, or similar order management systems is a plus.
• Strong customer service and relationship-building skills.
• Ability to prioritize competing tasks while maintaining accuracy.
• Professional, positive attitude with excellent problem-solving abilities.
• Adaptable, dependable, and eager to support both customers and internal teams.
• Experience supporting a sales team or inside sales function is highly desirable.