Sales & Operations Administrative Assistant

Sales & Operations Administrative Assistant

Trossen Robotics – Downers Grove, IL

Full-time | On-site

Trossen Robotics is a growing robotics company in the Chicago suburbs serving universities, research labs, startups, and major companies working in AI and automation.

We are looking for a highly organized Sales & Operations Administrative Assistant to support our Sales, Operations, and HR Manager with day-to-day business activity. This is a hands-on administrative and customer support role focused on helping customers, preparing quotes, tracking orders, coordinating with production and shipping, and keeping internal records accurate.

This role can grow into a much larger position for those looking to build a career. Trossen Robotics is a quickly growing company and we love ambitious people who don't want just a job, but a career and enjoy building things.

What You’ll Do

Sales & Customer Support

• Respond to customer inquiries, order questions, and follow-ups
• Help prepare and send quotes, invoices, order documents, and related paperwork
• Support the sales pipeline by tracking leads, quotes, open orders, and follow-up items
• Maintain accurate customer and order information in our CRM and internal systems
• Help ensure customers receive clear, timely communication throughout the order process

Order, Production & Shipping Coordination

• Coordinate with production and shipping to track order status
• Help communicate lead times, delays, shipment updates, and customer needs
• Assist with shipping documentation, order records, and internal handoffs
• Keep sales, operations, and leadership informed when issues need attention

Administrative & Office Support

• Assist with basic bookkeeping, invoicing, payment follow-up, and recordkeeping
• Help maintain organized files, spreadsheets, customer records, and internal documents
• Provide support with HR, onboarding, office coordination, and general administrative needs
• Take on additional support tasks as the company grows

What We’re Looking For

• 1–5 years of experience in administrative support, sales support, customer service, office coordination, or operations support
• Strong organization and attention to detail
• Comfortable communicating with customers by email and phone
• Able to manage multiple open tasks without losing track of details
• Comfortable using spreadsheets, CRM systems, QuickBooks, or similar business tools
• Reliable, responsive, and willing to help wherever needed
• Professional, friendly, and calm when handling customer questions or internal follow-ups
• Someone who likes being the person who keeps things organized and moving

Helpful Experience

Experience with any of the following is helpful, but not required:

• Sales administration or sales support
• Quoting, invoicing, or order processing
• Customer onboarding or account coordination
• CRM systems such as Nutshell, HubSpot, Salesforce, or similar
• QuickBooks or basic accounts receivable support
• Shipping, logistics, production coordination, or service operations
• Office management or HR administrative support

Who This Role Is Best For

This role is a strong fit for someone who has worked as a:

• Sales Administrator
• Sales Support Specialist
• Operations Coordinator
• Customer Service Coordinator
• Office Administrator
• Administrative Assistant
• Account Coordinator
• Order Processing Specialist