IDI Sales Administrator

Integrated Dairy Ingredients (IDI) is seeking a self-motivated, team player to join its team. The ideal candidate is a strong communicator, detail orientated and works well both independently as well as in team settings.

IDI was founded in 2024 by three like-minded dairy cooperatives and sells dairy ingredients on behalf of almost 1,700 dairy farmers located along the East Coast.

POSITION OVERVIEW

The Sales Administrator will be responsible for a wide range of customer service activities and administrative tasks related to IDI sales. The successful candidate must be exceedingly well organized, flexible, able to multi-task and enjoy the challenges of supporting a high-performance culture of diverse people and backgrounds.  

Core responsibilities of this position include managing the order-to-cash process for Integrated Dairy Ingredients. This includes but is not limited to order fulfillment and documentation, customer relationship management, order entry, invoicing, accounts receivable, accounts payable, logistics, quality documentation, and customs documentation.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Sales Administrator Duties

• Assist company sales representatives with customer relationship management.
• Facilitate order management utilizing company ERP system which includes:
  • Order entry and customer contract management.
  • Coordination with member cooperatives staff for all new orders and verification of inventory availability.
  • Verify customer credit terms, request customer credit insurance and/or currency coverage as needed.
  • Prepare documentation for domestic and export sales.
  • Logistics coordination as needed.
  • Order invoicing and enforcement of credit terms.
  • Maintain up-to-date and accurate records in accounting system.
• Handle logistics and customs administrative work in relation with sales orders, be knowledgeable of Incoterms.
• Maintain accurate and detailed customer communication records and files.
• Initiate and follow up internal Quality Assurance and logistics claims as needed.
• Handle any sample orders and documents management.
• Participate in trade shows if needed.

• Oversee company Accounts Payable and Accounts Receivable
• Match invoices to purchase orders and physical receipts provided.
• Maintain records summarizing payables.
• Submit confirmed invoices for payment.
• Review records for past due accounts and summarize for management.

• Assist with company collections efforts as needed.

• Coordinate the flow of documents into the system.
• Assist in responding to customer requests.
• Assist in responding to vendor requests.
• Assist in responding to member requests.
• Maintain necessary records on file.
• Assist in preparing materials in support of Senior Management for meetings.
• Recipient of phone calls, direct incoming calls to the appropriate person promptly and efficiently.
• Communicate and handle incoming and outgoing electronic communications on behalf of Senior Management as requested.
• Maintain office supplies. 

SKILLS AND COMPETENCIES

• Excellent oral communication and customer service skills, establishes and maintains effective working relationships with other employees; effective written communication skills to create and deliver reports to senior management.
• Must maintain the confidential nature of the sales, financial, and employee information.
• Must have the ability to carry out assigned tasks and projects to their completion with minimal supervision.

• The dairy industry operates on a 24/7/365 schedule due to the milk supply, thus the successful applicant must be able to occasionally work on off shifts to support the needs of the company.

EDUCATION AND EXPERIENCE

• Associates degree or equivalent in business experience is preferred, with a minimum of 5 years of customer service and/or accounting experience required.
• Must be detail oriented.
• Experience with financials, letters of credit, and auditing process desired.
• International trade experience and knowledge of Incoterms is a plus.
• Proficiency with Microsoft Word, PowerPoint, and Excel.

• Must have the ability to carry out assigned tasks and projects to their completion with minimal supervision.

EMPLOYER’S DISCLAIMER:

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
• The duties listed above may not be all inclusive of the position. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
• Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
• The company reserves the right to add to or revise an employee's job duties at any time at its sole discretion.
• This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

Pay:

$28.00-$38.00/Hour

*The salary range indicated in this posting represents the minimum and maximum of the salary range for this position. Actual salary will vary depending on factors including, but not limited to, budget available, prior experience, knowledge, skill and education as they relate to the position’s qualifications, in addition to internal equity. The posted salary range reflects just one component of our total rewards package. Other components of the total rewards package may include participation in group health and/or dental insurance, retirement plan, wellness program, paid time away from work, and paid holidays.

Integrated Dairy Ingredients is committed to equal employment opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic.

Salary : $28 - $38