Sales Administrative Assistant

Sales Administrative Assistant

We are seeking a dedicated Sales Administrative Assistant to join our dynamic team. This role involves entering and managing all orders in our system and improving customer service experiences to ensure customer satisfaction and foster organic growth. Responsibilities include:

• Entering all customer orders into the system efficiently and accurately.
• Enhancing customer service experiences by creating engaged customers and facilitating organic growth.
• Taking ownership of customer issues and ensuring problems are resolved thoroughly.
• Handling a high volume of inbound phone calls, ranging from 60 to 80 per day.
• Assisting customers with inquiries related to order status, inventory, warranty questions, and entering orders.
• Managing and processing orders using ERP systems such as MACOLA, Sage, or SAP.
• Following up with the warehouse and customers to ensure timely delivery and manage freight closures.
• Ensuring inventory sufficiency and managing backorders effectively.
• Utilizing Freshdesk for ticketing, ensuring all emails are converted into tickets for better tracking.

Essential skills include:

• Proven experience with ERP systems, with a preference for MACOLA.
• Bilingual fluency, particularly in Spanish and English, is highly desirable.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Customer service experience with strong communication and multitasking skills.
• High attention to detail for data entry tasks.
• Detail-oriented and problem-solving mindset.

Additional skills and qualifications:

• Experience in the HVAC industry is a plus.
• Familiarity with order processing and billing workflows.
• Ability to recommend products based on customer needs.
• Sales support experience is beneficial.

Work environment:

This position is based on-site from Monday to Friday, 8 am to 5 pm. You will have your own desk equipped with double monitors. You will be part of a small, fast-paced team consisting of two agents and a hands-on manager who provides training and helps with complex tickets. The work environment is high-volume, and performance is tracked via app metrics. The company offers a comprehensive benefits package upon conversion, including a 401(k) plan with a 5% match, 90–92% employer-paid medical insurance, dental and vision coverage, life insurance, two weeks of PTO in the first year, and a medication coverage policy.

Job type and location:

This is a contract position based out of Medley, FL. Pay range for this position is $20.00 - $24.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms.

Application deadline:

This position is anticipated to close on Nov 16, 2025.