Sales Support Specialist

POSITION SUMMARY

The role is responsible for managing sales processes, ERP system administration, and providing analytical support to ensure efficient business operations and compliance. It combines technical expertise in Microsoft D365 CE & F&O with strong organizational and communication skills to support domestic and international sales teams. In addition, the position supports domestic and international sales activities by ensuring accurate order processing, coordinating with production and logistics teams, and generating key sales performance reports. This role plays a critical part in maintaining data accuracy within the order flow while delivering reporting insights that drive operational and commercial decision-making, alongside event planning, reporting, and cross-functional collaboration.

KEY RESPONSIBILITIES

• Administer Microsoft D365 CE & F&O systems for sales workflows and ensure accurate order processing from intake to delivery.
• Process and manage quotes and customer orders, validating details for production scheduling and shipping readiness.
• Monitor orders throughout the lifecycle to ensure timely fulfillment and resolve errors or delays.
• Serve as a liaison between sales, production, logistics, and customer service teams to support order flow and issue resolution.
• Maintain accurate customer records, order files, and transactional data within internal systems.
• Prepare and analyze KPI reports, dashboards, and sales data for leadership, including month-end reporting, backlog analysis, and forecasting support.
• Audit system data for accuracy and completeness, identifying performance trends, gaps, and opportunities through data insights.
• Coordinate change order processes and ensure compliance with internal controls.
• Support event planning and logistics for trade shows, customer visits, and onsite meetings.
• Assist with product quality reporting and developmental analysis.
• Coordinate travel arrangements and process expense reports for domestic and international sales team members.
• Provide general administrative assistance to the sales department and backup support for the front desk.
• Collaborate with planning, operations, engineering, and other departments to improve efficiency and support continuous improvement initiatives.

OTHER RESPONSIBILITES

• Front Desk & Reception Support: Provide rotational coverage for the front desk and phones (~1.5–2 hours per week) and serve as backup for the receptionist as needed. Manage the schedule of all front desk coverage using a rotational group of supporting employees.
• Executive support: Support the officers as needed, including on scheduling and special projects.
• Support & Communication: Respond to internal and external inquiries accurately and timely, collaborating with other departments when necessary. Maintain a professional and friendly work environment.
• Records & Compliance: Organize and file all supporting sales orders, quotes, and approvals documentation, ensuring compliance with NLB policies, including Law 262 (internal controls). Assist in re internal audits.
• Collaboration & Problem-Solving: Work closely with other departments, contributing to process improvements and creative solutions for internal employee and external customer needs.
• Process Improvement & Change Management: Participate in continuous improvement initiatives and policy enhancements to increase efficiency and organizational value.
• Project Tracking & Deadlines: Maintain a calendar for deadlines, ensuring timely completion of tasks, or escalation to upper management if any issues.

SKILLS & QUALIFICATIONS

Required

• Bachelor’s degree or equivalent experience in sales operations or administration.
• Proficiency in Microsoft D365 CE & F&O and Microsoft Office Suite (especially Excel).
• Strong analytical and reporting skills with attention to detail and accuracy in data entry and order management.
• Excellent organizational and communication abilities, with solid coordination skills across departments and stakeholders.
• Experience with ERP systems and process flows in a manufacturing, industrial, or B2B environment.
• Ability to manage multiple priorities and deadlines effectively.

Preferred

• Experience with ERP systems such as SAP, Oracle, Epicor, JD Edwards, or similar.
• Background in sales operations, order processing, or commercial administration.
• Experience generating dashboards in Power BI, Tableau, or similar analytics tools.
• Understanding of production scheduling, shipping processes, or supply chain terminology.

PHYSICAL DEMANDS

Other Physical Requirements

Vision (Near, Distance, Color, Peripheral, Depth Perception)

Ability to wear Personal Protective Equipment (PPE) (Eye Protection, Hearing Protection, steel toe shoe protection)

WORK ENVIRONMENT

The employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually quiet.

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.