Inside Sales Administrative Support Specialist

The Inside Sales Administrative Support Specialist is responsible for providing administrative and sales support to ensure the smooth operation of sales processes and efficient coordination of projects. This role focuses on assisting the VP of Sales, managing customer interactions, and supporting internal processes to maintain a high level of client satisfaction and operational excellence.

Essential Job Responsibilities not limited to:

Sales Support

• Create and maintain accurate client records.
• Generate quotes, review purchase orders for accuracy, and enter project details into Epicor.
• Support prospecting activities, including follow-ups with potential and past clients, regulatory listings, and leads from conferences.
• Address customer service issues and ensure timely resolution of inquiries or concerns.
• Monitor and follow up on expiring certifications and provide updates to clients.
• Supply marketing content, such as photos and videos of laboratory activities, for use in media or client communications.
• Prepare and distribute periodic business updates (e.g., quarterly PowerPoint presentations).

Administrative Support

• Prepare and submit monthly expense reports for lab-related purchasing activities.
• Send project booking emails and manage transition emails for seamless project handoffs.
• Review and adjust invoicing line items to ensure accuracy and proper billing.
• Maintain laboratory forms, templates, and records to ensure they are up to date and compliant with quality standards.

Customer Communication and Coordination

• Act as a point of contact for customer communication to ensure client needs are met.
• Assist with scheduling meetings and coordinating project timelines with internal teams.
• Help draft and distribute test plans, schedules, and updates to ensure projects stay on track.

Knowledge, Skills, and Abilities

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat.
• Familiarity with CRM tools like Salesforce and ERP systems like Epicor.
• Strong written and verbal communication skills, with a focus on professionalism and clarity.
• Excellent organizational and prioritization skills to handle multiple tasks effectively.
• Attention to detail with the ability to ensure accuracy in documentation, invoicing, and reports.
• Ability to work collaboratively across teams to support sales and project success.
• Associate or bachelor’s degree preferred; technical background or experience is a plus.
• 2 years of administrative or sales support experience, preferably in a technical or laboratory environment.