Sales & Operations Assistant

Sales & Operations Assistant

ACT ENTERTAINMENT

JOB DESCRIPTION


DEPARTMENT: Operations FLSA : Non-Exempt

REPORTS TO: Engineer EFFECTIVE DATE: Oct. 15, 2025

SUMMARY: This position is responsible for assisting with the day-to-day administrative, operational and quality assurance requirements related to operations of the wire facility. This person will ensure smooth day-to-day operations for office administration, customer service, billing & invoicing, as well as quality control.

DUTIES AND RESPONSIBILITIES:

• Acknowledges and processes purchase orders from customers by verifying due dates, confirming shipment destinations and methods.
• Enters purchase orders in a timely manner into AX system entry to develop sales orders.
• Partners with production leadership to process paperwork for staff members.
• Follows-up with customer inquiries regarding production and shipping dates.
• Prepares shipment paperwork, such as packing lists, barcoding, and pro-forma invoices, entering quantities against the pick slips for packing slip generation.
• Understands each customer's shipment requirements, adjusting as needed.
• Partners with Materials Supervisor to ensure staffing scans in production each shift.
• Creates production packages for Materials Supervisor to add to Microsoft AX.
• Partners with Engineer for updates on QC manuals and utilizing digital storage for documents.
• Understands shop paperwork, modifying as needed under the direction of the Engineer.
• Prepares freight request templates and emails for distribution to required parties.
• Follows-up with customers on shipping information, including bills of lading, etc.
• Utilizes ERP system to confirm available material for billing, invoicing properly by adjusting sales order entries and issuing credits if required.
• Partners with Engineering regarding quality and requirements needed by customers.

SUPERVISORY RESPONSIBILITIES:

• None

QUALIFICATIONS:

• Minimum 2-3 years knowledge and experience in administrative and quality control requirements; previous wire & cable industry a plus.
• Strong technical proficiency, with previous industry knowledge to manage workflows efficiently.
• Ability to communicate clearly, both verbally and written.
• Ability to problem solve and adapt to change quickly, identifying issues and discrepancies and implementing solutions.
• Ability to build relationships with customers and colleagues in an effective and professional manner.
• Strong knowledge of auditing techniques, compliance standards and process improvement.
• Strong organizational skills
• Proficiency in ERP and Microsoft Office.
• Minimum 2-3 years of administrative experience.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally required to stand.
• Occasionally required to walk.
• Continually required to utilize hand and finger dexterity.
• Frequently works near moving mechanical parts.
• While performing the duties of this job, the noise level in the work environment is usually quiet to loud.
• The employee must lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include: close vision; distance vision; color vision; peripheral vision; depth perception and ability to adjust focus.
• Additional remarks regarding work environment: Required PPE when on production floor.

COMPANY VALUES:

• Deliver Legendary Service: It's all about the experience. With every experience, do the little things, as well as the big things, that surprise people. Make every interaction stand out for its helpfulness. Create the "WOW" factor that turns customers into raving fans. This includes both internal and external customers.
• Do the Right Thing, always: Demonstrate an unwavering commitment to doing the right thing in every action you take, and, in every decision, you make, especially when no one's looking. Always tell the truth, no matter the consequences. If you make a mistake, own up to it, apologize, and make it right.
• Practice Blameless Problem-Solving: Demonstrate a relentless solution focus, rather than pointing fingers or dwelling on problems. Identify lessons learned and use those lessons to improve ourselves and our processes so we don't make the same mistake twice. Get smarter with every mistake. Learn from every experience.
• Contribute to Profit: We're in business delivering value for our customers while making money. We all play a role in building revenue that exceeds our expenses. Look for ways to increase our sales, develop new customers, and control our expenses.
• Honor Commitments: Do what you say you're going to do, when you say you're going to do it. This includes being on time for all phone calls, appointments, and meetings. If a commitment can't be fulfilled, notify others early and agree on a new deliverable to be honored.
• Embrace Change and Growth: What got us here is not the same as what will get us to the next level. Get outside your comfort zone, rather than stubbornly hanging on to old ways of doing things. Be excited by the possibilities that change, and growth bring. Be flexible.
• Be Positive: You have the power to choose your attitude. Choose to be joyful, optimistic, and enthusiastic. See the good in others. Your attitude is contagious. Spread optimism and positive energy.
• Keep Things Fun: While our passion for excellence is real, remember that the world has bigger problems than the daily challenges that make up our work. Stuff happens. Keep perspective. Don't take things personally or take yourself too seriously. Laugh every day.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Monday-Friday: 8am-4:30pm