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Position Summary
The Sales Support Specialist is responsible for providing administrative and operational support to the Sales team through accurate order entry, inventory allocation, customer communication, document management, and coordination of shipping and logistics activities. This role requires a detail-oriented individual with strong organizational skills, prior order entry experience, and proficiency in Microsoft Outlook and other business software.
Essential Duties and Responsibilities
Order Entry & Customer Support
* Process customer orders accurately and efficiently within the company’s ERP/order management system.
* Review customer purchase orders for completeness and accuracy.
* Allocate available inventory to customer orders as appropriate.
* Coordinate with production, purchasing, shipping, and customer service teams to ensure timely order fulfillment.
* Communicate order status, shipment information, and delivery updates to customers and internal teams.
* Resolve order discrepancies and assist with customer inquiries.
Logistics & Shipping Coordination
* Support shipment activities by coordinating with carriers and internal departments.
* Work with various shipping methods, including parcel and LTL shipments.
* Review freight instructions and shipping requirements provided by customers.
* Assist with freight-related documentation and shipment tracking.
Administrative Support
* Maintain organized electronic and paper filing systems.
* File and archive order acknowledgments and other sales documentation.
* Assist with data entry, record maintenance, and sales-related administrative tasks.
* Support the Sales team with special projects and reporting as needed.
Communication & Technology
* Utilize Microsoft Outlook to manage high volumes of email communication.
* Maintain professional communication with customers, vendors, and internal departments.
* Utilize multiple software applications and dual-monitor systems to support daily operations.
* Manage and prioritize multiple tasks in a fast-paced environment.
Qualifications
Required Experience
- Minimum 2 years of order entry, sales support, customer service, or administrative experience.
- Familiarity with UPS, FedEx, LTL freight, and third-party logistics providers.
- Knowledge of shipping and freight terminology and processes.
- Experience working in a distribution, logistics
- Experience working with ERP or order management systems.
- Experience processing customer orders and maintaining accurate records.
- Proficiency in Microsoft Outlook, including: Managing email communications
- Sending and receiving attachments
- Organizing folders and inboxes
- Working within a high-volume email environment
Skills and Competencies
* Strong attention to detail and accuracy.
* Excellent organizational and time management skills.
* Ability to prioritize multiple tasks and meet deadlines.
* Strong verbal and written communication skills.
* Problem-solving and critical-thinking abilities.
* Ability to work independently and as part of a team.
* Strong computer proficiency and ability to learn new systems quickly.
Physical Requirements
* Prolonged periods of sitting and working at a computer.
* Ability to occasionally lift and move files or office materials up to 25 pounds.
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