Bi-Lingual Sales Administrative Specialist

Department: Operations

Reports To: Manager, Sales Operations

SUMMARY OF JOB RESPONSIBILITIES:

The Bi-Lingual Sales Administrative Specialist delivers essential operational and administrative support to the Sales team while ensuring a seamless customer experience in both English and Spanish. This role manages customer inquiries, account maintenance, quoting, order processing, and lead flow, while serving as a communication bridge between Sales, Customer Experience, Accounting, Warehouse, Product Development, and IT. Success in this position requires accuracy, professionalism, cultural awareness, and the ability to navigate a fast-paced workload.

KEY RESPNSIBILITIES AND DUTIES:

• Respond to customer inquiries and service requests in English and Spanish.
• Provide bilingual administrative support to assigned sales team members.
• Maintain CRM accounts, perform data cleanup, and ensure system accuracy.
• Manage new account setups: credit applications, tax documents, portal access, and onboarding communications.
• Prepare customer quotes, process orders, and support consolidated order workflows.
• Review order holds, credit issues, and backorders; coordinate resolutions with A/R.
• Review and assign incoming leads; prepare sample shipments with bilingual follow-up.
• Support tradeshow logistics and order preparation.
• Communicate product updates, substitutions, and discontinuations to customers.
• Assist with SKU additions, product setup, and account-specific requirements.
• Prepare freight quotes, track shipments, and resolve delivery concerns.
• Create spreadsheets, run reports, and organize operational data.
• Provide bilingual procedural training to new and existing team members.
• Maintain compliance and accuracy on institutional and government portals.
• Assist with bids and contracts to ensure complete, timely submissions.
• Track monthly budgets and maintain account activity records.
• Share teamwide operational updates and process changes.
• Escalate concerns to management with recommended solutions.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Fluent in English and Spanish; excellent written and verbal communication in both.
• Ability to translate product, policy, and operational information accurately.
• Strong organizational skills and ability to manage multiple priorities.
• High-volume data entry accuracy and strong typing proficiency.
• Professional, friendly demeanor with strong relationship-building skills.
• Proficiency in Microsoft Office (Outlook, Excel).
• Preferred: Experience with Oracle-based systems and RMS.
• Preferred: Knowledge of the spa/salon industry or related licensure.

EDUCATION & EXPERIENCE

• High school diploma or equivalent required.
• Customer service or administrative experience are strongly preferred.
• Familiarity with salon/spa products is a plus.

This position description is not intended to be all-inclusive. Incumbent will also perform other reasonably related job responsibilities as assigned by management as required. This organization reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties, or working schedules based on their duty to accommodate individuals with disabilities. This position description does not constitute a written or implied contract of employment.