Sales Administration Assistant

The Sales Administration Assistant provides administrative and operational support to the National Sales Department by processing sales orders, invoices, shipping documentation, and customer records. This position is responsible for maintaining accurate sales and transaction records, supporting accounts payable and accounts receivable activities, coordinating intercompany orders, managing departmental filing systems, handling office administrative functions, and ensuring timely and accurate completion of sales-related documentation.

The role requires strong organizational skills, attention to detail, accuracy, and the ability to manage multiple priorities in a fast-paced environment.

• Process and maintain sales orders, invoices, pick lists, bills of lading (BOLs), shipping records, and related documentation.
• Prepare, review, and organize sales orders to ensure accuracy and completeness.
• Verify shipment documentation and reconcile information as needed.
• Generate invoices in JD Edwards (JDE) and distribute via mail, email, or Electronic Data Interchange (EDI).
• Process and maintain intercompany orders and related transactions.
• Monitor customer credit hold status and communicate concerns to management as appropriate.
• Maintain accurate records of sales-related transactions, shipping reports, and receiving reports.

• Assist with accounts payable (A/P) and accounts receivable (A/R) administrative processes.
• Support monthly closing activities in coordination with the National Sales Administrative Manager.
• Maintain organized documentation and supporting records for accounting and sales transactions

• Maintain organized electronic and physical filing systems.
• Copy, scan, file, and maintain departmental records and documentation.
• Manage office supply inventory and coordinate replenishment as needed.
• Handle incoming and outgoing mail and package distribution.
• Maintain an organized, professional, and efficient office environment.
• Provide administrative support for special projects and departmental initiatives as assigned.

• Communicate effectively with internal departments regarding orders, invoices, shipments, and customer requirements.
• Respond to routine inquiries and requests from customers, vendors, and internal stakeholders in a professional manner.
• Collaborate with Sales, Accounting, Logistics, and other departments to ensure timely and accurate order processing.

• Maintain regular and reliable attendance.
• Adhere to company policies, procedures, and confidentiality requirements.
• Support daily operational needs and special projects assigned.
• Perform other duties as assigned.

• Minimum one (1) year of administrative, sales support, customer service, accounting, or office experience preferred.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and Teams.
• Experience with JD Edwards (JDE), EDI systems, or similar ERP systems preferred.
• Strong organizational, time management, and recordkeeping skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy in data entry and document processing.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently and as part of a team.

• Ability to sit for extended periods while performing computer and administrative work.
• Ability to frequently use hands and fingers for keyboarding, data entry, filing, and operating office equipment.
• Ability to stand, walk, bend, reach, and perform repetitive motions throughout the workday.
• Ability to communicate effectively through speech, hearing, and vision.
• Ability to regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds, with or without reasonable accommodation.
• Specific vision abilities include close vision, distance vision, peripheral vision, depth perception, color vision, and the ability to adjust focus.
• Professional office environment supporting sales operations.
• Fast-paced environment with multiple priorities and deadlines.
• Frequent use of computers, ERP systems, and standard office equipment.
• Regular interaction with internal departments, customers, vendors, and service providers.
• Standard work schedule of 8:00 a.m. to 5:00 p.m.