Are you highly organized, detail driven, and energized by keeping systems running smoothly?
Ave Maria Press—a Catholic publishing house located in Notre Dame, IN, committed to setting hearts on fire through our work—is seeking an Inside Sales Coordinator who thrives in a fast-paced environment and takes pride in precision, follow-through, and exceptional customer service. This role plays a vital part in ensuring that the books and resources we publish move accurately and efficiently from order entry to shipment to invoicing, helping us serve schools, parishes, ministries, and readers nationwide.
You will act as a key connector between Sales, Inventory, Warehouse, Finance, Marketing, and major partners, including Amazon and national distributors. Your attention to detail directly supports our mission by ensuring operational excellence behind the scenes.
If you enjoy working with data, solving problems, and supporting both customers and teammates with professionalism and care—and want your work to contribute to a mission-driven publishing house—this role is a strong fit for you.
The ideal candidate is organized; responsive; comfortable working within ERP systems (currently SAGE 100), Amazon Vendor Central, and inventory databases; and capable of managing large data sets and complex customer orders. This individual provides exceptional customer service while ensuring operational precision and follow-through.
About Us
At Ave Maria Press, we believe in the transformative power of words to inspire, enlighten, and uplift. With a rich legacy of publishing high-quality, trustworthy Catholic content, we are dedicated to spreading messages rooted in the virtues of faith, hope, and love. We are seeking an Inside Sales Coordinator to support our sales efforts by strengthening customer relationships, enhancing the ordering experience, and helping connect our resources with the individuals and ministries we serve.
1. Organization & Team Support
Order Entry & Processing
- Accurately input and process all non-website customer orders (e.g., phone, email, conference, and bulk orders)
- Review large and complex orders for pricing accuracy, discounts, freight, and special terms
- Release preorders; manage backorders, standing orders, and future ship dates using pick sheet flags and tickler files
- Perform website order checks and reconcile discrepancies
- Process and reconcile credits, returns, and damaged or incorrect shipments
- Generate, email, and distribute invoices; conduct end-of-day invoicing and back-order release process
- Approve and process RMAs; update Shipping Discrepancy Reports
Vendor & Portal Management
- Process Amazon and Ingram orders through Vendor Central and iConnect
- Enter all related transactions into SAGE
- Monitor daily Amazon shipping and reporting
- Process monthly consignment sales and inventory adjustments
Inventory & Data Management
- Monitor inventory levels, outages, price changes, and out-of-print status
- Coordinate inventory updates across the bookstore, warehouse, and all departments
- Maintain clean, accurate data in SAGE (e.g., customer and author accounts, billing adjustments)
- Maintain tickler systems (e.g., RMAs, credit holds, future ship dates)
- Run reports to identify irregular shipping or order issues
- Flag stock concerns proactively for Sales and Operations
Department & Administrative Support
- Support Sales Manager in daily operations and department workflow
- Cross-train and serve as backup for other Sales Consultants
- Process review copy requests and teacher support materials
- Perform clerical tasks such as invoice processing, filing, and distribution of new titles
- Cover receptionist duties when required (e.g., operator line, front desk, bookstore sales)
2. Product Knowledge & Sales Support
- Attend and prepare for all marketing meetings regarding new titles
- Participate in sales and marketing meetings to build product knowledge
- Maintain strong working knowledge of all imprints and title availability
- Understand pricing structures, promotions, distributor workflows, and vendor requirements
- Provide accurate product information and alternative purchasing suggestions to customers and sales reps
- Support trade store promotions and parish book specials
- Monitor inventory and price changes to ensure correct communication to accounting
- Stay current with industry trends, technology, and publishing developments
3. Customer Service & Account Support
- Answer inbound customer calls and emails
- Provide accurate information on pricing, availability, shipping status, invoices, and returns
- Access order activity and sales volume data to resolve account issues
- Develop and maintain positive relationships with bookstores, schools, parishes, distributors, and retail partners
- Manage high-volume and time-sensitive customer concerns with professionalism
- Proactively communicate delays, backorders, and order discrepancies
Qualifications
- 2+ years of experience in inside sales, order management, customer service, or sales support
- Strong attention to detail with high data-entry accuracy
- Experience working in ERP systems (SAGE 100 preferred)
- Experience working in Shopify a plus
- Experience with Amazon Vendor Central and/or distributor portals preferred
- Proficient in Microsoft Excel and reporting tools
- Capable of managing large data sets and high order volume
- Strong written and verbal communication skills
- Highly organized with ability to prioritize in a fast-paced environment
- Self-directed with strong follow-through and minimal supervision required
Key Competencies
- Exceptional attention to detail
- Positive, can-do attitude
- Systems oriented and process driven
- Calm under pressure
- Strong problem-solving ability
- Clear communicator
- Team player with ownership mindset
Balances speed with accuracy
What Success Looks Like
- Orders are processed accurately and efficiently.
- Inventory discrepancies are minimized.
- Amazon and distributor orders are handled cleanly and on time.
- Customers receive prompt, clear communication.
- Large and complex orders move smoothly through the organization.
- Internal teams experience strong support and reliable data.
Position Details
- This is a full-time hourly position. The expected work hours are 37.5 hours per week, between the business hours of 8:00 a.m. and 4:30 p.m. (ET), Monday through Friday.
- This role is based in Notre Dame, Indiana. Candidates should be committed to being integrated into our company culture and contributing to our team’s success.
- This role offers competitive compensation and a comprehensive benefits package, including paid time off and a 403(b)-retirement plan. Ave team members are part of a supportive company culture and contribute to a dynamic, mission-driven team committed to collaboration and innovation.
Why Join Us?
At Ave Maria Press, your work is more than just a job; it’s a mission. We offer a vibrant, collaborative workplace where your contributions make a real impact. Enjoy a balanced workday, comprehensive benefits, and the opportunity to be part of a team that shares your passion for faith-driven content.
Ready to Apply?
We’d love to hear from you! Please send your resume and cover letter to Lisa Hanback at [email protected].
Work Authorization/Security Clearance: Must be legally authorized to work in the United States. We are unable to sponsor or take over sponsorship of an employment visa at this time.
Ave provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
Job Type: Full-time
Expected hours: 37.50 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
