Overview
Jacobs Stone Products Inc. (JSP) is a stone mining and fabrication operation dedicated to serving the natural stone building industry, and we are seeking an in-person Sales Support Administrator to assist our sales team and internal operations. This office-based role acts as a central point for communication and coordination among customers, sales, accounting, production/yard, and logistics, enabling salespeople to concentrate on relationship-building, project development, and company growth.
This position is ideal for someone who is organized, detail-oriented, and confident managing customer communication related to quotes, order entry, project coordination, invoices, and follow-up payment. Experience in stone, hardscape, building materials, or fabrication-support environments is strongly preferred.
Key Responsibilities
Customer Intake & Communication
- Answer and route inbound calls/emails; provide professional, prompt customer support.
- Collect key project details (job site, timeline, product needs, pickup/delivery requirements).
- Serve as a consistent point of contact for status updates, issue resolution, and follow-ups.
- Support high-touch customer experience for both internal and external customers.
Quotes, Order Entry & Documentation
- Prepare and maintain quotes, proposals, order confirmations, and support sales documentation.
- Enter orders accurately and completely (products, quantities, samples, delivery/pickup instructions, special handling notes).
- Support pricing updates, quote revisions, add-ons, and change-order documentation (as directed by Sales).
- Ensure required information is captured upfront (job names, PO numbers, tax-exempt documents, delivery notes, etc.) to reduce rework.
Invoicing, Accounts Receivable Support & Payment Follow-Up
- Assist customers with invoices, statements, account questions, and payment coordination.
- Identify accounts payable contacts and support past-due follow-up with professional reminders and documentation.
- Document communication (dates, promised pay dates, notes) so Sales and Accounting have visibility.
- Maintain clear role boundaries: support coordination but do not replace accounting authority.
Data Accuracy, Records & Reporting
- Maintain accurate customer, quote, and order records; ensure notes are complete and searchable.
- Track follow-ups to ensure timely resolution and reduce dropped balls.
- Create basic internal reports for Sales/Leadership (open quotes, orders by status, backorders, past-due follow-ups).
Administrative Support & Team Enablement
- Provide daily administrative support so sales representatives are not pulled into routine documentation and status calls.
- Support document organization, scanning/filing, customer paperwork, and internal coordination as needed.
- Contribute to continuous improvement by suggesting templates, checklists, and standard work to improve speed and accuracy.
Collaboration & Cross-Functional Communication
- Facilitate clear, timely communication between departments to resolve order, delivery, and invoicing issues.
- Coordinate with Accounting for payment status, documentation, and account follow-up.
- Work closely with Logistics and Yard Operations to confirm product availability, schedule pickups/deliveries, and relay special handling instructions.
- Participate in cross-functional team discussions to identify process improvements and support company-wide initiatives.
- Maintain accurate records of interdepartmental communications to ensure transparency and accountability.
Qualifications
Required
- Experience in sales support, customer service, office administration, order entry, or dispatch coordination preferred.
- Demonstrated ability to work effectively with cross-functional teams (e.g., Sales, Accounting, Logistics, Yard Operations).
- Strong phone etiquette and professional written communication.
- Highly organized; able to manage multiple priorities and follow-ups without dropping details.
- Comfortable working with invoices, statements, and payment coordination.
- Proficient with computers and standard business software (email, spreadsheets, order/invoicing systems).
- Dependable, professional, and punctual; thrives in an in-person team environment.
Preferred (Nice to Have)
- Proficient with Microsoft suite of products, including Outlook, Teams, One Drive.
- Proficient with QuickBooks.
- Experience in stone, hardscape, construction materials, fabrication, building products, or a yard/dispatch environment.
- Familiarity with quote-to-order workflow, job tracking, and change-order documentation.
What We Offer
- Competitive pay based on experience.
- Full-time, stable, in-person position with a growing company.
- Clear role boundaries—no sales quotas or cold calling.
- Collaborative environment with direct impact on customer experience and execution.
Pay: $39,520.00 - $48,500.00 per year
Benefits:
- Health insurance
- Paid time off
Application Question(s):
- Are you able to work in-person in San Saba, TX (not remote)?
- What is your earliest available start date?
- Briefly describe your most relevant experience (sales support, customer service, order entry, A/R).
- What systems have you used for quotes/orders/invoices? (Examples: QuickBooks, ERP/POS, CRM, Excel, etc.)
- Do you have reliable transportation and consistent attendance history?
Education:
- High school or equivalent (Preferred)
Experience:
- Sales support: 1 year (Preferred)
Work Location: In person
