Sales Assistant

 Position Summary

The Sales Assistant provides day-to-day administrative, operational, and customer support to the Sales Team. This position is responsible for responding to customer and sales requests, preparing quotes and pricing information, coordinating samples, researching inventory availability, supporting bids and new item setup, following up on quality complaints, and maintaining accurate information across internal and external systems.

The ideal candidate is highly organized, detail-oriented, resourceful, and comfortable working in a fast-paced environment where priorities can change quickly. This individual must be able to research information independently, communicate effectively with multiple departments, and follow requests through to completion.

Key Responsibilities

1. Quote Requests —

• Review and process customer and sales quote requests.
• Identify missing information and communicate with the appropriate departments to obtain it.
• Follow up on outstanding information to ensure quotes are completed within approximately two business days.
• Maintain accuracy when working with multiple products, customers, pricing structures, and requirements.

2. Price Files — 

• Prepare and distribute updated price files when quotes or pricing information are finalized.
• Verify that pricing information is accurate before sending.
• Maintain organized pricing documentation and files.
• Coordinate with Sales and other internal teams regarding pricing changes.

3. Sample Requests — 

• Coordinate customer sample requests.
• Coordinate with internal teams to prepare and ship samples.
• Typical turnaround: 1–2 business days when required information is available.

4. Inventory Checks — 

• Research current inventory levels and product availability.
• Contact Inventory/Planning teams when information is not readily available.
• Determine whether requested quantities can be supported.
• Communicate inventory findings and potential limitations to Sales.
• Understand the importance of inventory levels, forecasts, production schedules, and lead times.

5. Quality Control Complaints — 

• Assist with customer quality complaints and product concerns.
• Gather required information, including lot codes, photos, quantities, samples, and order information.
• Coordinate with Quality Control and other departments during investigations.
• Track complaints through resolution and maintain appropriate documentation.
• Understand the importance of following established claim and quality procedures.

6. POD Forms — 

• Request and coordinate POD (Proof of Delivery) forms.
• Submit required information and obtain associated quotes or documentation.
• Follow up with appropriate personnel and ensure completed forms are provided to the requesting party.

7. Bids — 

• Review bid opportunities and identify applicable products.
• Compare customer requirements against available company products.
• Research item specifications, pricing, and other requirements.
• Prepare and submit required information and coordinate QRF/quote requests.
• Carefully review details to ensure accurate submissions.

8. New Item Templates — 

• Create and maintain new item templates.
• Enter product specifications and required information accurately.
• Research missing information when necessary.
• Coordinate with relevant departments to ensure new items are properly documented.

9. Forecasts — 

• Assist with customer and product forecasting.
• Review available usage and order information. 
• Enter or update forecasts when appropriate.
• Identify unusual quantities or changes in demand and communicate concerns to Sales or Inventory Planning.

11. Additional Sales Support Responsibilities

• Coordinate inventory requests for products available to spare.
• Assist with custom print inventory updates and research product history.
• Complete uploads and updates in external customer systems.
• Follow up on die-line requests and artwork-related information.
• Perform item comparisons and research product equivalents.
• Maintain organized records and documentation.
• Perform other administrative and operational duties as assigned.

 Qualifications 

• 2+ years of experience in sales support, customer service, order management, purchasing, logistics, operations, or a related administrative role preferred.
• Strong Microsoft Excel skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to research information independently.
• Ability to manage multiple priorities and deadlines.
• Comfortable communicating with Sales, Inventory, Production, Quality, Logistics, and customers.
• Strong organizational and follow-up skills.
• Ability to learn ERP, CRM, customer portals, and other business systems.
• Ability to identify missing information and take initiative to obtain it.
• Ability to work independently while knowing when to escalate an issue.
• Experience working with pricing, inventory, product information, or manufacturing environments is a plus.
• High School Diploma or Equivalent
• Must be able to work in fast paced, multi-tasking environment

Success in This Position

Success in this role requires more than simply completing assigned tasks. The individual should be able to:

• Take ownership of a request from beginning to end.
• Recognize when information is incomplete or inconsistent.
• Prioritize urgent requests without losing track of routine responsibilities.
• Communicate delays or potential issues before they become problems.
• Maintain accurate information across multiple systems and files.
• Develop strong working relationships across departments.
• Follow established procedures while also using good judgment.
• Remain professional and organized during periods of high workload.
• Shows initiative to proactively anticipate needs and find independent solutions to challenges.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times.