Inside Sales Administrative Assistant

Job Description

Job Description

We are looking for an Inside Sales Administrative Assistant to support order administration, customer coordination, and sales operations for a Long-term Contract position. Based in Missouri City, Texas, this remote role plays an important part in keeping quotes, purchase orders, shipment records, and customer updates accurate and on schedule. The ideal candidate is highly organized, comfortable working with detailed spreadsheets and documentation, and able to communicate effectively with customers, sales partners, warehouse teams, and logistics contacts.

Responsibilities:
• Process incoming purchase orders with a high level of accuracy, ensuring order details are entered correctly and recorded in internal systems.
• Compare customer orders against approved quotations to confirm pricing, item details, terms, and delivery expectations before release.
• Check product availability and coordinate with internal teams on stock status, lead times, and potential shortages that may affect fulfillment.
• Work closely with sales, warehouse, and shipping teams to keep order flow moving efficiently from receipt through dispatch.
• Track open orders, follow up on delayed shipments, and help resolve discrepancies involving packing, delivery, or order contents.
• Prepare and maintain customer quotations, pricing records, product information, and commercial documentation in an organized and traceable manner.
• Review packing lists, invoices, and shipping paperwork for completeness and accuracy, including support for repacks, consolidations, and special handling requests.
• Produce weekly updates and operational reports in Excel or Google Sheets, including data validation, spreadsheet corrections, pivot tables, lookups, and movement of data between reports.
• Communicate professionally with customers, suppliers, freight partners, and internal stakeholders regarding order status, shipment tracking, and post-sale questions.• Prior experience in administrative support, inside sales support, order processing, or customer service within a fast-paced business environment.
• Strong proficiency in Microsoft Office, especially Excel, including formulas, pivot tables, and VLOOKUP functions, as well as Word and Outlook.
• Ability to manage detailed data accurately across quotes, purchase orders, invoices, and reporting files.
• Clear written and verbal communication skills with the ability to coordinate effectively across multiple teams and external contacts.
• Demonstrated organizational skills with the ability to prioritize tasks, maintain documentation, and meet deadlines consistently.
• Experience reviewing pricing, costing, shipment details, or sales-related documentation with close attention to accuracy.
• Problem-solving ability to address order issues, fulfillment delays, and documentation discrepancies in a timely manner.