Administrative Assistant

JOB TITLE: Sales Administrative Assistant

REPORTS TO: Inside Sales Manager EFFECTIVE DATE: January 1, 2026

SUMMARY: This position is primarily responsible for supporting the sales department by processing orders from start to finish through the entire order cycle while maintaining accurate records. Assists with receptionist duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned):

· Process orders, verifying accuracy of terms, part number, price, address, and shipping information.

· Create and send new sales orders, confirmations, and invoices to customers.

· Send follow-up alerts to sales for renewal orders.

· Track, create and send proforma invoices to Advance term customers

· Process and assist with customer change orders.

· Assist with order cancellations.

· Provide tracking information and packing slips to the sales staff and our customers as needed.

· Maintain an updated contact list for our Distributor branches and Representatives.

· Assist Sales with obtaining documentation from customers such as tax-exempt resale certificates, credit card forms, CVV numbers, shipping carrier/account number, and tariff acknowledgements.

· Maintain sales records, assist in compiling reports, and assist with various administrative projects and tasks.

· Update Salesforce software and QuickBooks software with current information.

· File open and closed orders in appropriate places.

· Assist with receptionist duties.

· Provide Lead-time and other company updates to our Distribution partners as directed.

· Other tasks may be assigned.

SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities.

QUALIFICATIONS:

• Computer skills required: Keyboarding, Microsoft office products including Outlook, Excel, and Word.
• Ability to learn new software programs.
• 2 years of work experience.
• Strong Listening and communication skills
• Customer service orientated.
• Excellent oral and written communication skills
• Ability to thrive in a teamwork environment.
• Well organized and detail oriented.
• Positive and energetic phone skills.
• Salesforce, Quickbooks and general CRM knowledge a plus.
• 2 years of college and/or technical industry experience preferred but not required.

Competencies:

· Analytical--Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures

· Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

· Ethics--Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values

· Internal Customer Service - Works well and professionally with other departments and employees.

· Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

· Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification.

· Organizational support - Follows policies and procedures; completes administrative tasks correctly and on time.

· Positive Attitude –Demonstrates a positive and enthusiastic attitude withfellowemployees, and customers/vendors

• Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Problem Solving--Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

· Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit.

· Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

· Quality Management--Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

· Written Communication - Writes clearly and informatively

PHYSICAL DEMANDS AND WORK ENVIORNMENT:

• Frequently sit, stand and walk
• Frequently required to work on a computer
• Frequently required to talk or hear
• While performing the duties of this job, the noise level in the work environment is usually moderate.
• The employee may occasionally lift and /or move up to 25 pounds.
• Specific vision abilities required by this job includeclose vision, distance vision and color vision.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Education:

• High school or equivalent (Required)

Experience:

• Clerical: 2 years (Required)

Language:

• English (Required)

Work Location: In person

Salary : $18 - $22