Sales Support Specialist and Office Manager

Job Description Help for Job Description. Opens a new window. The Office Manager & Sales Support Specialist is responsible for ensuring the efficient daily operation of the office while providing critical support to the sales team and customers. This dual-role position requires strong organizational, communication, and multitasking skills to balance administrative functions with sales coordination, order processing, and customer service.

Responsibilities:

Office Management & Administration Oversee general office operations, ensuring a well-organized and professional work environment. Manage office supplies, equipment, and vendor relationships. Support HR and accounting functions such as onboarding, timekeeping, expense reporting, and invoice processing. Coordinate internal communications, meetings, and company events. Maintain accurate and confidential business records, files, and correspondence. Serve as the primary point of contact for visitors, incoming calls, and mail distribution. Sales Support & Customer Service Provide administrative and operational support to the inside and outside sales teams. Prepare and process sales quotes, purchase orders, and order confirmations. Communicate with customers regarding product availability, order status, and delivery timelines. Maintain accurate customer records and data in CRM and ERP systems. Assist with bid preparation, proposal documentation, and follow-up communication. Support the coordination between sales, production, and shipping to ensure accurate and timely order fulfillment. Process & Communication Support Develop and maintain efficient office and sales processes to improve communication flow and customer experience. Assist in reporting and tracking sales metrics and performance data. Support marketing and business development initiatives such as trade shows, mailings, and promotional materials. Coordinate travel arrangements and logistics for company staff as needed.

Requirements:

Associate's or Bachelor's degree in Business Administration, Communications, or related field preferred. 3-5 years of experience in office management, administrative support, or sales support (manufacturing or industrial environment preferred). Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Experience with ERP or CRM systems (such as Salesforce, HubSpot, or NetSuite) preferred. Excellent written and verbal communication skills. Strong organizational skills with attention to detail and accuracy. Ability to prioritize, problem-solve, and work both independently and collaboratively.