Sales Assistant

Description

The Sales Assistant provides administrative, operational, and analytical support to the outside sales team within the Manufacturing Division. This position plays an important role in maintaining accurate sales information, coordinating customer communications, tracking sales activities, and ensuring timely follow-up on customer needs and internal requests.

The ideal candidate is highly organized, detail-oriented, comfortable working with numbers, and proficient in Microsoft Excel. This individual must be able to manage multiple priorities, interpret data, communicate professionally, and take initiative to ensure tasks are completed accurately and efficiently.

This position requires someone who enjoys working behind the scenes to support a successful sales team while contributing to a positive customer experience.

Essential Duties and Responsibilities

1. Sales Support & Administration

• Provide daily administrative and operational support to outside sales representatives.
• Accurately enter, update, and maintain customer information, sales records, pricing information, and other data within company systems.
• Assist with preparing sales documentation, customer correspondence, reports, and presentations.
• Track outstanding quotes, customer inquiries, requests, and sales activities to ensure timely follow-up.
• Maintain organized and accurate electronic records, spreadsheets, and customer documentation.
• Coordinate with internal departments, including production, customer service, estimating, and accounting, to support customer needs and sales activities.
• Identify outstanding tasks and proactively follow up to ensure completion.

2. Customer Communication & Follow-Up

• Serve as an additional point of contact for customers, providing timely, professional, and accurate communication.
• Assist outside sales representatives with customer inquiries, requests for information, and routine follow-up.
• Communicate updates regarding quotes, orders, product information, and other sales-related matters as appropriate.
• Track customer requests and ensure questions or concerns are directed to the appropriate team members.
• Maintain positive working relationships with customers and internal departments.
• Follow through on commitments and communicate outstanding items to the sales team.

3. Reporting & Data Analysis

• Generate and maintain routine and ad hoc sales reports using company systems and Microsoft Excel.
• Review sales data to identify trends, discrepancies, outstanding items, and opportunities for follow-up.
• Organize and interpret information into clear, useful summaries for the sales team and management.
• Assist with tracking customer purchasing activity, sales performance, and other key sales metrics.
• Perform basic mathematical calculations related to pricing, quantities, percentages, and sales information.
• Verify data accuracy and identify inconsistencies requiring correction or further review.
• Develop and maintain spreadsheets and tracking tools to improve organization, reporting, and efficiency.

4. Organization & Process Improvement

• Monitor outstanding sales-related activities, deadlines, and follow-up requirements.
• Assist with maintaining consistent and accurate sales processes and documentation.
• Identify opportunities to improve administrative workflows, reporting methods, and communication.
• Prioritize assignments effectively while managing multiple tasks and changing deadlines.
• Maintain confidentiality of customer information, pricing, and company business records.
• Perform other related duties as assigned.

Requirements

1. Required Qualifications

• High school diploma or equivalent required; additional education in business administration, sales support, or a related field preferred.
• Previous experience in administrative support, sales coordination, customer service, data entry, or a related position preferred.
• Proficiency in Microsoft Excel, including formulas, sorting, filtering, formatting, and working with large sets of data.
• Strong computer skills and ability to learn new software and business systems.
• Ability to perform basic mathematical calculations accurately, including percentages, pricing calculations, and quantities.
• Strong attention to detail with a high degree of accuracy in data entry and recordkeeping.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and follow-through skills.
• Ability to work independently, take initiative, and manage competing priorities.
• Ability to interpret reports and communicate relevant information clearly.

2. Preferred Qualifications

• Experience supporting an outside sales team.
• Experience working in a manufacturing, distribution, or industrial environment.
• Intermediate Excel skills, including pivot tables, lookup functions, and basic data analysis.
• Experience working with customer pricing, quotes, sales reports, or order information.
• Demonstrated initiative, reliability, and support of departmental goals.