What are the responsibilities and job description for the Sales Assistant position at Phoenix Manufacturing, Inc.?
Description
Position Title: Part-Time Sales Administrative Assistant
Department: Sales
Reports To: Sales Manager / Sales Director
Employment Type: Part-Time
Location: Phoenix, AZ (onsite)
Position Summary
The Part-Time Sales Administrative Assistant provides essential administrative and clerical support to the Sales Department. This role helps ensure efficient daily operations by managing documentation, coordinating communication, organizing data, and assisting with customer and sales activities. The ideal candidate is detail-oriented, organized, and comfortable working in a fast-paced sales environment.
Key Responsibilities
Administrative & Clerical Support
- Prepare, edit, and maintain sales documents, reports, contracts, and presentations.
- Manage sales calendars, schedule meetings, and coordinate appointments.
- Organize and maintain electronic and paper filing systems.
- Handle incoming calls and emails related to sales inquiries.
Sales Support
- Assist with the creation, distribution, and tracking of quotes, proposals, and invoices.
- Support the processing of sales orders and ensure accuracy before submission.
- Update and maintain customer records and sales data in CRM systems.
- Assist with tracking sales metrics, KPIs, and weekly/monthly sales reporting.
Customer Support
- Provide timely and professional responses to customer inquiries.
- Follow up with clients regarding documentation, order status, or scheduling needs.
- Support customer onboarding processes when needed.
Coordination & Collaboration
- Work closely with Sales Representatives and the Sales Manager to support ongoing projects.
- Coordinate cross-departmental communication (e.g., with Operations, Finance, or Customer Service).
- Assist in preparing materials for sales meetings, events, and presentations.
Requirements
Qualifications
Required
- High school diploma or equivalent; some college or administrative certification preferred.
- 1–2 years of administrative or sales support experience.
- Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to prioritize tasks.
- Comfortable working with databases, spreadsheets, and CRM tools.
Key Competencies
- Organization & time management
- Professional communication
- Problem-solving
- Adaptability
- Customer service mindset
- Discretion with confidential information
Work Schedule
- Monday-Friday
- Part-time (20-25 hours per week)
Physical Requirements
- Ability to sit for extended periods
- Light lifting of office materials (up to 20 lbs.) may be required