Sales Administrator

Job Description

Job Description

Why this role exists

Clean Nutra is moving from a direct-to-consumer business into retail. Retail runs on paperwork. Every new item needs a setup form, every retailer wants pricing in its own template, every cost change has to be submitted on notice with documentation attached, and every deduction that shows up on a remittance needs backup pulled before anyone can dispute it.

Right now, that work has no owner. It lands on whoever is closest, which means it competes with forecasting and negotiation for the same attention and usually loses. Deadlines on retailer submissions are not flexible, and a missed form can cost us a placement we already paid a slotting fee to get.

This role exists to do that work properly and on time. You are the person who keeps the administrative side of our retail business clean so the commercial side can move. It is a support role with real consequences attached, and it is a genuine path into sales operations for someone who wants that.

What you will do

Order and item administration

• Enter and confirm purchase orders and track them through to shipment with our 3PL.
• Complete new item setup forms and keep item maintenance current as specs, costs, and case configurations change.
• Maintain the price lists and pallet specifications so there is one current version rather than several in circulation. We have already sent partners a file that will change when we launch into retail, so version control matters here.
• Submit cost changes on the notice each retailer requires, which runs 60 to 90 days depending on the category, with the supporting documentation attached.

Deduction and chargeback support

• Log every deduction and chargeback that appears on a remittance, with the date, amount, and the retailer's stated reason.
• Pull the backup that supports a dispute, including invoices, proof of delivery, and program agreements, and hand it to the Sales Operations Manager in a state that can be filed.
• Keep the audit file current. Retailers can review paid invoices for the current year plus two prior years, and duplicate payment claims carry no time limit at all, so the documentation has to survive longer than anyone's memory.

Broker and retailer coordination

• Respond to broker requests for forms, specs, samples, and pricing, and track what was sent and when.
• Manage our retailer and broker portal access, submissions, and deadline calendar.
• Coordinate sample shipments for category reviews and new item presentations.

Reporting support

• Pull recurring sales and shipment reports on a set schedule so the team is not rebuilding them each week.
• Keep the trade and promotional calendar updated with event dates, fees committed, and what was actually billed.

Who we are looking for

• Two or more years in a sales support, customer service, order entry, or administrative role. Consumer packaged goods or any business that ships physical product to retailers is a real advantage.
• You are organized in a way other people can rely on. Deadlines land where you said they would, and nothing quietly falls off the list.
• Solid Excel. Sorting, filtering, lookups, and building a clean tracker are all part of the day. You do not need to model anything.
• Careful with detail, because a transposed case pack or a wrong cost on a setup form becomes a chargeback later.
• Comfortable writing a clear email to an outside partner and asking a direct question when something does not add up.

Helpful, not required

• Supplements, food, or another regulated category.
• Exposure to EDI, a retailer vendor portal, or an ERP such as NetSuite or Cin7.
• Any experience with deductions or chargebacks, even just gathering the paperwork.

How the role is measured

The metrics below are all things we can actually count today. Clean Nutra does not currently carry approved budgets in the accounting system, so this role is measured on timeliness and accuracy rather than on dollar variances we have not set. Your specific targets will be in writing before your start date.

• On-time submission of retailer forms, item setups, and cost changes against the stated deadline.
• Order entry accuracy, measured by errors caught downstream.
• Deduction log completeness, meaning every deduction on a remittance is logged with backup attached or a reason it is missing.
• Turnaround time on broker and retailer requests.
• Audit file completeness for the current year plus two prior years.

Where this leads

This role sits directly under the Sales Operations Manager. The person who does this well learns retailer economics from the inside, which is the hard part to teach, and is the natural internal candidate for a sales operations or category analyst opening. We would rather grow that person than hire it twice.