Administrative Assistant to the Sales Team
About The Position
The Administrative Assistant plays a critical operational support role within the Fixture Sales Department at DisplayMax, Inc. This position ensures the efficient processing and coordination of customer estimates, purchase orders, and sales orders across multiple systems including QuickBooks, the CRM, and the ERP. The role serves as a central communication point between the sales team, customers, operations, and finance to help ensure accurate order processing, inventory visibility, and on-time delivery. In addition to order management, the Administrative Assistant provides administrative and organizational support to Strategic Account Sales Representatives, assists with customer communications, and contributes to maintaining a positive and professional customer experience. This role requires strong attention to detail, system accuracy, and the ability to coordinate across multiple internal departments.
Requirements
- Excellent verbal and written communication skills.
- Strong organization, problem solving and analytical skills; able to manage priorities, workflow and multi-task.
- Strong computer skills including ERP, CRM, QuickBooks, Excel, and Microsoft Office 365.
- Excellent communication, problem-solving and presentation skills.
Nice To Haves
- The Administrative Assistant is a data entry professional responsible for processing estimates and sales orders in QuickBooks, the CRM and the ERP.
- This role also provides strong organizational skills to assist the strategic account sales reps; this role will also assist in answering calls and giving customers a warm DisplayMax welcome and routing them to the correct person.
- The Administrative Assistant will assist and support the sales team.
Responsibilities
- Coordinate with the Sales Team to compile requested customer data to produce timely and accurate estimates and sales orders.
- Receiving, verifying the accuracy of, and processing Purchase orders from customers utilizing QuickBooks, the CRM and the ERP.
- Monitoring inventory and actively working with internal and external customers to resolve roadblocks to on-time delivery including revising due dates, locking orders to prevent incomplete or incorrect shipments
- Coordinating with internal departments to prevent and resolve Accounts Receivable issues.
- Provide troubleshooting assistance for customer orders, account statuses and relevant problems.
- Working with the internal financial department.
- Aligning all systems when order changes occur
- Communicating changes to internal departments
- Physical inventory counts as needed
- Coordinate with inventory control specialist to ensure data integrity and accurate inventory counts
- Escalate to Sales Representatives or/and the management team when issues arise
- Work collectively; Ability to work with all levels of management
- And any other duties needed to help drive to our Vision, fulfill our Mission, and abide by our Organization’s Values.
Benefits
- Health
- Dental
- Vision
- 401K
- paid vacation
- paid holidays
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
