Sales and Customer Service Administrator

Job Description

We are collaborative, fast-paced and customer-centric company that manufactures outdoor architectural lighting fixtures as well as safety and security bollards.

Our work environment includes:

• Growth opportunities
• Flexible working hours
• On-the-job training
  
  

We are seeking a highly motivated and detail-oriented individual to support our sales, production, and accounting teams as a Sales & Customer Service Administrator. This role will be crucial in ensuring the smooth operation of our order processing, customer service, and financial record-keeping functions. You will be responsible for providing direct sales support while coordinating with both production and accounting to ensure timely order fulfillment, accurate records, and a positive customer experience. If you are passionate about providing exceptional customer service and have a knack for administrative tasks, this position offers an exciting opportunity to contribute to our company's growth and success.

Responsibilities

Sales Support & Order Processing

• Serve as the primary point of contact for lighting representatives and customers, addressing inquiries via email and phone with professionalism and efficiency.
• Create detailed quotes, process orders accurately, and respond to customer inquiries.
• Review customer purchase orders against issued quotes to verify part numbers, quantities, and pricing prior to order entry.
• Enter and maintain sales orders using SOS Inventory, QuickBooks, and Monday.com to ensure alignment and data accuracy across systems.
• Track and communicate estimated ship dates (ESDs), proactively providing updates and resolving shipment or logistics concerns.
• Coordinate with the production team, shop floor, and freight coordination teams to ensure timely and accurate order fulfillment.
• Assist customers with warranty claims and RMAs, processing them efficiently.
• Set up new customer accounts, including handling credit applications, W9s, and resale certificates.
  
  

Customer Service

• Serve as the first point of contact for customer inquiries, providing exceptional support and maintaining a service-oriented approach.
• Maintain customer records, notes, drawings, and technical documentation using Monday.com, SharePoint, and Microsoft Teams.
• Distribute drawings, specification sheets, and supplemental documentation to customers as needed.
• Proactively communicate order updates or delays to customers and sales representatives, ensuring clarity and transparency.
  
  

Financial Support

• Generate invoices in collaboration with the accounting department.
• Assist with vendor payment scheduling and coordination.
• Support accurate financial reporting through expense recording in QuickBooks and inventory tracking using SOS Inventory.
  
  

Additional Tasks

• Assist with freight and parcel shipment scheduling.
• Provide essential administrative support to upper management and the sales team, including preparing sales reports, organizing documents, and coordinating meetings.
• Collaborate with management on process improvements and tracking key metrics.
• Perform general office and clerical tasks as needed.
  
  

Requirements

• Strong computer proficiency with Microsoft Office, Monday.com, Teams, SharePoint, QuickBooks, and SOS Inventory.
• Exceptional attention to detail, accuracy, and organizational skills.
• Excellent verbal and written communication skills with a customer-first mindset.
• Ability to multitask, prioritize, and thrive in a fast-paced environment.
• Demonstrated ability to collaborate effectively across multiple departments.
• Interest in outdoor lighting, architecture, or design is strongly preferred.
• Familiarity with basic engineering or production workflows is a plus, though not required.
  
  

Zuma Lighting is an equal opportunity employer, committed to promoting diversity and inclusion in the workplace.