Associate, Sales

Job Description

Job Description

Position Purpose: The Sales Associate provides critical administrative, operational, and customer support to the Sales Administration team while ensuring exceptional customer service, accurate order execution, and efficient account management. This position serves as a key liaison between customers, sales representatives, operations, logistics, quality assurance, finance, and distribution teams to ensure customer expectations are met and business objectives are achieved. The Sales Associate is responsible for managing customer orders throughout the order lifecycle, resolving issues proactively, supporting inventory and logistics coordination, and maintaining accurate customer and sales records. Success in this role requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities in a fast-paced environment. In addition to supporting day-to-day sales operations, this position plays an important role in training new team members and providing coverage for sales and administrative staff as needed.

ESSENTIAL FUNCTIONS

Sales & Customer Support (60%)

• Provide full administrative support to sales representatives, including but not limited to: 
  • Entering customer sales orders and purchase orders 
  • Managing order changes and adjustments 
  • Communicating customer concerns and quality issues internally and externally 
  • Supporting customer accounts alongside the sales representative 
• Manage inventory coordination for distribution centers (DCs) and third-party logistics providers (3PLs), as needed 
• Provide training as needed and departmental coverage during employee absences, travel, and PTO.

Customer Communication (15%)

• Issue customer confirmations, passings, and related order communications.
• Respond promptly and professionally to inquiries regarding orders, shipments, and related information 

Invoice Processing (15%)

• Process invoices accurately and in a timely manner 
• Verify pricing, discounts, and product details within the ERP system 

Returns & Credits (10%)

• Process returns, rejections, claims, and credit requests.
• Coordinate issue resolution with internal departments and customers

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.

• Process orders received via email, phone, fax, EDI, customer portals and/or account manager
• Monitor incoming communications and escalate urgent issues appropriately in a timely manner
• Ensure data integrity and accuracy across customer orders, invoices, and ERP systems 
• Maintain and update customer and sales records 
• Coordinate with Logistics to support timely deliveries and customer requirements.
• Communicate customer feedback and concerns to appropriate internal departments to improve service levels and operational performance.
• Monitor inventory reports, dashboards, sales analytics, and performance metrics, when applicable.
• Assist sales representatives in achieving customer service objectives, KPIs, and account goals.
• Assist with training and onboarding new team members 
• Maintain and update departmental procedures, policies, and process documentation
• Stay current on EDI processes, ERP functionality, and related systems 
• Support cross-functional departments including Finance, Marketing, Operations, Grower Relations, and Sales Administration as needed 
• Maintain a high level of responsiveness and availability o support customers, sales representatives, and internal stakeholders.
• Maintain confidentiality of customer, pricing, and company information.

OTHER DUTIES

Will be required to perform other duties as requested, directed or assigned. Regular attendance in conformance with the standards, which may be established by Village Fresh from time to time, is essential to the successful performance of this position. 

• Standard office hours are 8:00 AM – 5:00 PM local time; however, flexibility is required to meet business demands.
• Position requires real-time responsiveness to internal and external customers. 
• Employees are expected to communicate availability and coordinate appropriate coverage during absences.
• Occasional travel may be required. 
• Regular attendance dependability, and reliability are essential to success in this role.

PHYSICAL REQUIREMENTS:

Frequency Key: Rare – up to 1 hour, Occasional – 1-3 hours, Frequent – 3-6 hours, Constant – 6-8 hours

Physical Activity

Frequency

Physical Activity

Frequency

Sitting

Constant

Near Vision

Constant

Walking/Standing

Rare

Lifting/Carrying

Rare

Crouching/Bending/Stooping

Rare

Hearing

Constant

Reaching

Rare

Talking

Constant

Climbing Stairs/ladders

Rare

Travel

Occasional

SAFETY REQUIREMENTS:

Personal Protective Equipment (PPE) may be required when performing work duties that may have the potential of risk to your health or safety. The Company will provide the required PPE. Employees will be trained in the proper use and care of any assigned PPE. It is your responsibility to report defective, damaged or lost PPE, or equipment that does not fit properly to your Supervisor.

• This position is primarily performed in a professional office environment and requires the regular use of computers, telephones, and other standard office equipment. The role involves frequent interaction with customers, sales representatives, and internal departments and requires extended periods of sitting, computer work, and communication.
• The Sales Associate may occasionally visit distribution centers, warehouses, packing facilities, greenhouse operations, or other company locations. During these visits, employees may be exposed to varying temperatures, noise levels, moving equipment, forklifts, and production activities. Employees are expected to follow all company safety policies, procedures, and site-specific safety requirements while performing their duties.

ORGANIZATIONAL RELATIONSHIPS:

Positions directly reporting to this position (titles): 

• N/A

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.

• Excellent organizational and multitasking abilities 
• Strong communication and interpersonal skills 
• Ability to prioritize work, meet deadlines and perform effectively in a fast-paced environment.
• Strong attention to detail and commitment to accuracy and data integrity.
• Excellent problem-solving and critical-thinking skills.
• Ability to work independently while collaborating effectively within a team environment.
• Experience working with customers, sales teams, logistics, and cross-functional departments 
• Familiarity with EDI documents including purchase orders, invoices, and shipping notices 
• Ability to communicate effectively with IT teams regarding ERP/EDI platforms 
• Willingness and ability to learn and adapt to CRM databases, ERP systems, EDI platforms, and other company software and operational systems.

QUALIFICATION STANDARDS:

EDUCATION

• Associate's or Bachelor's degree preferred but not required.

EXPERIENCE

• 2+ years of experience in Sales Administration and/or Customer Service 
• Produce, food manufacturing, distribution, or supply chain industry experience preferred.
• Experience supporting customer accounts and managing high-volume order processing preferred.
• Experience with ERP and EDI systems preferred 
• Strong proficiency in Microsoft Office applications, particularly Excel, preferred. 

LICENSES OR CERTIFICATES

• N/A