Sales Operations Support Specialist

Industrial Protection Services, LLC (IPS) is New England's leading distributor and service provider of fire and safety protection equipment. With locations in Salem, NH, and South Portland, ME, IPS proudly supports fire departments, emergency responders, and safety professionals throughout the region.

Our company offers an extensive selection of industry-leading equipment, along with specialized services including SCBA maintenance and testing, compressor service, equipment repairs, and turnout gear cleaning and repair.

At IPS, we take pride in our commitment to customer service, operational efficiency, and building lasting relationships with the departments and professionals who depend on us.

About the Position

IPS is seeking an experienced, dependable, and highly organized Sales & Operations Support Specialist to join our Salem, NH team.

This position plays an essential role in supporting our sales, service, purchasing, and daily business operations. Responsibilities include processing customer orders, coordinating with vendors, tracking shipments, maintaining accurate records, and providing administrative support across multiple departments.

We are specifically looking for a candidate with previous experience in a similar role who can confidently manage responsibilities, exercise sound judgment, and work independently once trained.

The ideal candidate is a self-starter who takes initiative, learns quickly, retains information, and follows through on responsibilities without requiring constant direction or supervision.

This is a fast-paced position requiring exceptional attention to detail, strong organizational skills, professionalism, and the ability to manage multiple priorities throughout the workday.

Key Responsibilities

• Accurately enter, process, and manage customer sales orders, including part numbers, pricing, quantities, and customer information.
• Review orders for accuracy, verify special billing requirements, and ensure pricing and margins align with company guidelines.
• Process website orders and coordinate fulfillment methods, including drop shipments, deliveries, and UPS shipments.
• Identify and resolve order discrepancies before they result in processing delays.
• Communicate with sales representatives and customers regarding order status, product availability, and fulfillment timelines.

Purchase Order Processing

• Prepare, enter, and process vendor purchase orders accurately and efficiently.
• Submit purchase orders through vendor portals, email, and other established purchasing channels.
• Link customer sales orders to corresponding purchase orders when necessary.
• Maintain organized purchasing records and ensure orders are processed in a timely manner.
• Review vendor order acknowledgments and confirmations for accuracy.
• Verify vendor pricing, quantities, part numbers, and estimated shipping dates.
• Identify discrepancies and proactively coordinate corrections with vendors.
• Follow up on missing confirmations, delayed orders, and outstanding purchasing matters.
• Maintain accurate information within company systems.

Service Department Support

• Enter and process service work orders for SCBA flow testing, equipment repairs, compressor service, fit testing, and other service-related activities.
• Prepare service-related purchase orders and assist with order entry for the turnout gear cleaning and repair department.
• Coordinate with service personnel to ensure work orders are documented accurately and processed efficiently.
• Assist with tracking service orders and communicating updates as needed.

Order Tracking & Customer Follow-Up

• Monitor open orders, backorders, and outstanding vendor confirmations.
• Proactively follow up on delayed shipments and unresolved order issues.
• Coordinate reorders and communicate relevant updates to internal departments.
• Process and distribute customer invoices accurately and promptly.
• Respond professionally to customer inquiries regarding orders, billing, and shipment status.
• Ensure open tasks are followed through to completion.

General Administrative & Office Support

• Answer incoming phone calls and direct inquiries to the appropriate departments.
• Greet customers, vendors, and visitors in a professional and welcoming manner.
• Process customer credit card payments and assist with billing inquiries.
• Sort and distribute incoming mail and maintain organized office records.
• Provide daily administrative support to sales, service, purchasing, and management teams.
• Assist with additional office responsibilities as business needs arise.

Required…