Sales Administrative Assistant (Bilingual Spanish / English)

Location: Chicago, IL

Industry: Specialty Chemicals / Chemical Manufacturing

About the Role

We are seeking a highly organized and customer-focused Sales Administrative Assistant to support our commercial operations team. This role serves as a key link between customers, sales, logistics, planning, and regulatory functions, ensuring efficient order management, excellent customer service, and smooth execution of international and domestic business operations.

The ideal candidate will thrive in a fast-paced manufacturing environment and bring strong administrative, communication, and coordination skills.

Key Responsibilities

Sales & Customer Support

• Provide day-to-day administrative support to the Sales team and Area Manager.
• Serve as a primary point of contact for customers via phone and email.
• Respond to customer inquiries and provide timely information on products, orders, and deliveries.
• Support the commercial team by preparing information and documentation needed for customer interactions.

Customer & Product Data Management

• Create and maintain customer accounts and master data within internal systems.
• Create and update customer-specific product references.
• Establish and maintain customer pricing and sales tariffs.
• Assign and maintain HS Codes and product classifications for international transactions.

Order Management

• Process customer sample requests and track sample shipments.
• Enter, manage, and monitor customer orders from receipt through fulfillment.
• Generate and send order confirmations, including customized confirmations for international customers.
• Monitor order status and proactively communicate updates to customers and internal stakeholders.

Logistics & International Shipping Coordination

• Coordinate international shipments with the Logistics team.
• Request freight quotations and arrange shipment bookings.
• Track shipments and provide customers with delivery updates.
• Collaborate with Planning to manage delivery schedules, delays, and expedited orders.

Export Documentation & Regulatory Support

• Prepare and manage export documentation, including Certificates of Origin and other required shipping documents.
• Coordinate documentation with the Chamber of Commerce and other regulatory authorities when applicable.
• Send international documentation packages via courier services.
• Distribute Technical Data Sheets (TDS), Safety Data Sheets (SDS/MSDS), certificates, and other product documentation to customers.
• Maintain organized records of customer documentation and compliance files.
• Support customer questionnaires, supplier portals, and documentation requests in collaboration with the Regulatory Affairs department.

Compliance

• Ensure compliance with company policies and procedures related to Quality, Health & Safety, Environmental, and Regulatory standards.
• Maintain accurate records and documentation in accordance with internal quality requirements.

Qualifications

• Associate's or Bachelor's degree preferred, or equivalent professional experience. Preferred not required
• 2 years of experience in sales administration, customer service, order processing, or commercial support within a manufacturing, chemical, industrial, or related environment.
• Experience supporting domestic and international customers.
• Strong administrative and organizational skills with exceptional attention to detail.
• Proficiency with Microsoft Office, especially Excel.
• Experience working with ERP systems (SAP, Microsoft Dynamics, Oracle, or similar) is preferred.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred

• Experience in the chemical, specialty chemicals, manufacturing, or industrial sector.
• Familiarity with export documentation, logistics coordination, and international shipping processes.
• Knowledge of product documentation such as SDS/MSDS and certificates of analysis.

• Bilingual or notions of Spanish highly preferred