Sales Assistant

Job Summary

The Sales Assistant / Sample Puller plays a critical role in providing administrative support to the sales team. This position involves managing sample requests, processing web orders, assisting with sales administration, and facilitating communication between internal departments. The role offers the potential for career growth into an Account Manager position.

Essential Duties and Responsibilities

Sample Requests and Web Orders

• Receive, organize, and evaluate sample requests from various channels, including email, web, and internal inquiries.
• Maintain and update the sample log to track samples from receipt through customer follow-up.
• Export data from FedEx Shipment Manager into the master Excel file and manually enter sample data as required.
• Generate and print sample pick sheets, while reporting inventory movement to Accounts Receivable.
• Organize and manage sample room inventory to ensure efficient order processing and shipping.
• Provide tracking information and order updates to brokers and customers.
• Ensure that sample room stock is regularly replenished and manage the creation of sample pick sheets.
• Administer web orders (The Bottle Box & IBM), generate pick sheets, and coordinate with the warehouse team for order fulfillment.
• Submit weekly sales reports to management.

Sales Administrative Activities

• Manage the internal sales calendar, take notes during weekly team meetings, and distribute meeting minutes.
• Assist sales managers with preparing expense reports, travel arrangements, documentation, presentations, and sample tracking.
• Provide quick access to sales and inventory data, updating inbound container logs and tracking shipments.
• Support communication with brokers, distributors, and customers, contributing to new business opportunities.
• Collaborate in the planning and execution of sales activities and promotional initiatives.
• Assist with coordinating quarterly partner meetings and local/national trade show logistics.
• Contribute to creating external and internal newsletters (4-5 per year).
• Support customer service teams with inquiries, order issues, and returns.
• Complete distributor vendor packets, credit applications, insurance documentation, and purchase orders.
• Coordinate logistics for upcoming vessel shipments and ensure tracking accuracy.
• Act as the internal liaison between the sales team and other departments.

Required Qualifications

• High school diploma or equivalent.
• Prior experience in an administrative role.
• Proficiency in Microsoft Excel and other office systems.
• Valid California driver’s license for occasional deliveries or pickups.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.

Preferred Qualifications

• Experience in customer service or sales support.
• Familiarity with logistics and product onboarding processes with distributors.
• Experience with CRM or inventory management systems.

Work Environment & Physical Requirements

• Work is conducted in both an office and warehouse environment.
• Ability to lift and carry up to 25 lbs. occasionally.
• Prolonged periods of sitting at a desk and working on a computer.