Sales Assistant/Office Admin Position

Job Description

Job Description

In search of a positive fun attitude that can keep up with daily tasks and support current business needs. A Sales Assistant / Office Administrator bridges the gap between sales generation and general business operations. The primary duty of this hybrid role is to maximize the efficiency of the sales team by managing administrative workflows, processing transactions, and maintaining organized office operations .

The position combines revenue-supporting tasks with daily clerical management, organized into five key operational areas:

1. Sales & Order Processing

• Manage purchase orders : Receive, verify, and input customer orders from email, phone, and digital portals.
• Generate transaction documents : Create and distribute price quotes, invoices, delivery notes, and receipts.
• Verify customer details : Check order information, billing terms, and shipping addresses for absolute data accuracy.
• Process client payments : Handle credit card transactions, coordinate billing adjustments, and submit proof of payment to the accounting team.

2. Client Relationship Support

• Handle initial inquiries : Act as the primary point of contact for clients via phone and email.
• Resolve simple issues : Answer routine questions regarding product features, pricing, order tracking, and stock availability.
• Gather missing data : Proactively reach out to clients to complete missing contract forms or clear up shipping errors.
• Channel feedback : Routes customer suggestions, technical complaints, and sales leads to the correct departmental teams.

3. CRM & Data Management

• Update client accounts : Maintain real-time customer records within the company CRM database.
• Compile sales reports : Track monthly metrics, pipeline developments, and revenue numbers for executive reviews.
• Track stock levels : Monitor inventory to keep the on-the-road sales team informed of current product supplies.
• Purge old files : Archive physical and digital accounts at fiscal year-end according to data compliance laws.

4. General Office Administration

• Manage reception : Welcome office visitors, answer the multi-line phone system, and sign for physical mail or packages.
• Procure office stock : Order workplace stationery, breakroom refreshments, printer toner, and janitorial supplies.
• Coordinate facility maintenance : Act as the liaison for building management, trash recycling, paper shredding, and security services.
• Support bookkeeping : Organize office utility bills, track petty cash, and forward invoices to the finance manager.

5. Sales Team Coordination

• Schedule meetings : Manage complex calendars, book conference rooms, and arrange client lunch caterings.
• Prepare sales assets : Proofread proposals, format PowerPoint presentations, and compile physical contract packets.
• Ship product samples : Pack, weigh, and generate international shipping documentation or commercial customs invoices for prospective clients.
• Coordinate itineraries : Arrange flights, hotels, and vehicle rentals for sales representatives traveling to regional tradeshows.

Company Description