Sales - Administrative Assistant

Location: Cincinnati, OH Job Id: 508 # of Openings: 1 KDM | Job Description Job Title: Sales Administrative Assistant Reports To: Vice President of Sales FLSA Status: Non-Exempt About KDM KDM is a full-service print and point-of-purchase (POP) display company, partnering with brands and retailers to design, produce, and deliver custom in-store marketing solutions. From concept through production and fulfillment, we help our clients bring their brands to life at retail. Position Summary The Sales Administrative Assistant provides high-level administrative and operational support to the Vice President of Sales and the broader sales team. This role is the connective tissue between sales, customer service, estimating, and production, ensuring that quotes, orders, samples, and client communications move quickly and accurately. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced manufacturing environment where no two days look the same. Key Responsibilities Administrative Support to the VP of Sales Manage the VP’s calendar, travel arrangements, expense reports, and meeting logistics. Prepare sales presentations, proposals, and client-facing materials. Draft, proofread, and send correspondence on behalf of the VP. Maintain confidentiality on sensitive pricing, customer, and personnel matters. Assist with the preparation and follow-through of quotes, estimates, and proofs for clients. Enter and maintain customer information, opportunities, and activity in the CRM. Coordinate with estimating, design, and production teams to gather pricing, lead times, and project specifications. Track open quotes and orders, flagging items that need attention. Help prepare sales reports, pipeline updates, and forecasting documents for leadership. Client and Project Coordination Serve as a friendly, professional point of contact for incoming client inquiries. Coordinate sample requests, shipping, and delivery of display prototypes. Support new customer onboarding, including credit applications and account setup. Help organize trade show participation, client visits, and plant tours. General Office and Team Support Maintain organized digital and physical files for active accounts and projects. Order and manage sales department supplies and marketing collateral. Support special projects and other duties as assigned. Qualifications Required Two or more years of administrative, sales support, or customer service experience. Excellent written and verbal communication skills. Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Exceptional organizational skills and attention to detail. Ability to manage multiple priorities and meet deadlines in a fast-paced environment. Professional, customer-focused demeanor. Preferred Experience in print, packaging, POP/display, or a related manufacturing industry. Familiarity with CRM systems (Salesforce, HubSpot, or similar). Understanding of quoting, estimating, or production workflows. Associate’s or Bachelor’s degree in Business, Marketing, Communications, or a related field. What We Offer Competitive salary based on experience. Health, dental, and vision insurance. 401(k) with company match. Paid time off and holidays. A collaborative, team-oriented culture with a company that takes pride in its work and its people. Physical Requirements & Work Environment (ADA) The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands Regularly required to sit, stand, walk, and use hands and fingers to operate a computer, keyboard, telephone, and other standard office equipment. Frequently required to talk, hear, and communicate clearly in person, by phone, and via video conferencing. Specific vision abilities required include close vision, distance vision, color vision, and the ability to adjust focus for extended periods of computer and document work. Occasionally required to reach with hands and arms; stoop, kneel, crouch, or bend; and lift, carry, or move items weighing up to 25 pounds (such as sample displays, marketing materials, or office supplies). Sufficient manual dexterity and hand-eye coordination to operate office equipment and handle sample materials. Mental & Cognitive Demands Ability to read, understand, and interpret written and verbal instructions, business correspondence, quotes, and reports. Ability to maintain focus, manage multiple priorities, and meet deadlines in a fast-paced environment with frequent interruptions. Ability to exercise sound judgment, problem-solve, and make decisions consistent with company policies and procedures. Work is primarily performed in a climate-controlled office environment with moderate noise levels typical of an office setting. Occasional exposure to a manufacturing/production environment when visiting the plant floor, which may include moderate to loud noise, varying temperatures, moving mechanical parts, and printing-related materials. Required personal protective equipment (PPE) will be provided. Standard business hours, Monday through Friday, with occasional extended hours required to meet customer or project deadlines. Limited travel may be required for trade shows, client visits, or company events. KDM complies with the Americans with Disabilities Act (ADA) and applicable state and local laws prohibiting discrimination in employment against qualified individuals with disabilities. KDM will provide reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the job, unless doing so would create an undue hardship. Applicants or employees who require an accommodation to participate in the application process or to perform essential job functions should contact Human Resources. KDM is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. #J-18808-Ljbffr KDM