Sales Assistant

Description:

We are seeking a detail-oriented and organized Sales Assistant to join our dynamic team. This role is pivotal in ensuring smooth operations related to order processing, logistics coordination, and customer service.

Duties and Responsibilities:

Order Confirmation and Verification:

• Confirm receipt of orders by manufacturing team.
• Coordinate with manufacturing to establish ship dates.
• Request order acknowledgements and confirm dates with manufacturing.
• Verify accuracy of ship-to address and contact information on order acknowledgements.

Shipping and Delivery Management:

• Notify customers of ship dates and shipping tracking information.
• Inform customers of any back-ordered equipment or shipment delays.
• Maintain proactive communication to ensure target ship dates are met.

Change Requests Handling:

• Process changes to ship-to addresses, contact information, shipment delays, and redirections.
• Evaluate expedite options and associated costs as needed.
• Requests for Information: Handle requests such as proof of delivery, bill of lading, and communications with freight carriers.

Order Tracking and Documentation:

• Maintain and update order tracking spreadsheets.
• Generate and send acknowledgment letters along with Terms & Conditions. File emails in shared folders for easy access and reference.
• Installation, Operation & Maintenance (IOM) Manuals: Distribute IOM manuals via email and mail hard copies upon request.
• Source and request customized IOMs from manufacturers when necessary.

Administrative Support:

• Organize and label equipment folders.
• Provide phone coverage by fielding incoming calls and managing email messages.

Additional Responsibilities (Proposed):

• Assist in managing bid/quote opportunities, including setting up folders, downloading plans, and creating Salesforce opportunities.
• Coordinate ancillary communications between departments to ensure seamless operations.

Qualifications:

• Proven experience in order processing, logistics coordination, or a related field.
• Strong organizational skills with attention to detail.
• Excellent communication and customer service skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Proficiency in Microsoft Office suite and familiarity with CRM systems (Salesforce preferred).