Sales Support Supervisor

SHELTER PRODUCTS INC•Milwaukie, OR

2d•Onsite

About The Position

The Sales Support Supervisor oversees daily sales support operations while also performing a wide range of Sales Assistant duties. The Sales Support Supervisor is responsible for overseeing daily sales support operations, ensuring accuracy and timeliness in order processing, invoicing, delivery tracking, and customer communication, and performing a wide range of sales support duties. This role provides direct supervision, training, and mentoring to Sales Assistants, manages workload distribution, and maintains compliance with company policies. In addition to supervising team performance, the Sales Support Supervisor prepares and delivers regular reporting on job status, billing summaries, and departmental activity to support management decision-making.

Requirements

Associate’s degree (Business, Supply Chain, Logistics, or related field) preferred; Bachelor’s degree a plus
5+ years of progressive experience in sales support, logistics coordination, or operations within the building materials or distribution industries
2+ years of proven supervisory or team-lead experience, including coaching, performance reviews, and workload management
Proficiency in Microsoft Office (especially Excel), e.g., ability to build reports, pivot tables, reconcile data
Demonstrated ability to improve processes and implement efficiencies
Knowledge of lien release requirements, claims management, and industry-specific compliance practices.
Highly organized and able to prioritize and multitask in a fast-paced environment
Strong conflict resolution and problem-solving skills, with the ability to resolve issues effectively and professionally
Ability to manage multiple jobs concurrently
Collaborative mindset: able to work cross-functionally with sales, operations, logistics, and credit
Excellent analytical skills and attention to detail (e.g., detecting invoice discrepancies, reconciling accounts, reviewing claims)
Comfortable preparing and reviewing reports—both standard and ad hoc—for management
Ability to supervise and mentor staff: providing feedback, training, and ensuring quality of work
Strong written and verbal communication skills for interacting with customers, vendors, job sites, and upper management
Ability to handle confidential information with discretion
Willingness to work occasional extended hours, if needed, to meet deadlines
Ability to understand complex problems and to collaborate and explore alternative solutions
Regularly required to remain in a stationary position
Occasionally move about the office to access file cabinets, office machinery, etc.
Constantly operates a computer and other office machinery
Requires ability to hear and speak effectively on the phone, and to use a computer and other electronic devices.
Ability to understand, retain, and communicate routine, factual information.

Responsibilities

Utilize the Delivery Tracking System (DTS) and block management, thoroughly understanding each project to coordinate requirements and complete them promptly.
Provide customer service, including tracking shipments from vendors through the buyer and/or dispatcher. May include taking orders for additional materials from the customer, inputting into the DTS Change Order system, and submitting change orders to the buyer. Prepare change order pro forma invoices when requested by the customer.
Answer phone calls for traders and take messages as necessary.
Write trucking instructions and sales orders to release inventory from remote locations.
Prepare multiple lien releases as needed.
Invoice outbound shipments; verify invoice is correct and pay vendors.
Prepare credits, debits, and claims.
Communicate with customers and/or job sites, and if necessary, truckers.
Prepare job status and billing summary reports in Excel on a monthly basis (as needed).
At the trader’s request, maintain job notebooks or files on each job.
Reconcile customer accounts.
Reconcile In Transit (IT) after the customer has been invoiced.
Assist other Sales Assistants as time allows.
Assist with routing of documents through our DocuWare account. Ensuring accuracy and timeliness.
Perform miscellaneous duties such as filing, FedEx, UPS, etc.
Enter raw bid information received from Traders into Bids System.
Proof bids before releasing them to the Trader.
Archive bids as requested.
Maintain high-level of bid accuracy and meet turnaround time standards.
Provide day-to-day oversight of Sales Assistants, ensuring tasks are completed accurately and on time.
Oversee the document management program to ensure workflow is completed in a timely and efficient manner.
Train, mentor, and develop team members in company processes, systems (including DTS), and best practices.
Monitor workload distribution and adjust assignments to maintain efficiency across the team.
Review work for accuracy and compliance with company policies and customer requirements.
Conduct regular check-ins with staff to provide feedback, coaching, and support.
Assist with performance evaluations and make recommendations regarding promotions, disciplinary actions, or professional development needs.
Serve as the primary point of contact for escalating customer or vendor issues that require management attention.
Coordinate with Traders and management to align team priorities with business goals
Prepare and distribute monthly reports on job status, billing summaries, and account reconciliations for management review.
Generate key performance reports for Sales Assistants (e.g., workload tracking, turnaround times, error rates) and provide recommendations for process improvements.
Compile and submit departmental activity reports, highlighting trends in invoicing and claims.
Maintain accurate records of team performance, training progress, and completed projects for use in evaluations and audits.
Provide management with timely updates on departmental performance, workflow issues, and customer satisfaction metrics.
Create ad hoc reports as requested by management to support decision-making and operational planning.