Administrative Assistant – Sales & Design Support
Location: Dallas, TX (Love Field Area)
Position: Full-Time, Hourly (40 Hours per Week)
Compensation: Hourly rate based on experience
Benefits: Medical, Dental & Vision Insurance, Paid Vacation (accrued based on length of service)
Job Summary
Dallas area manufacturer is seeking a dependable Administrative Assistant to support our Sales and Design Department. This position offers a variety of responsibilities in a fast-paced manufacturing environment where priorities can change throughout the day as a liaison between account managers, internal operations, and clients to ensure smooth order processing, timely communication, and client retention.
Key Responsibilities
- Order and Quote Management: Process purchase orders, prepare formal business proposals, and generate accurate price quotes using the company’s pricing matrices.
- Order and Sample Processing & Tracking: Input new sales orders, generate price quotes, and track deliveries. Coordinate with logistics, inventory, or billing departments to resolve any order discrepancies
- CRM Administration: Maintain and update the Customer Relationship Management (CRM) system (ODOO) with accurate client data, interaction logs, and pipeline stages.
- Client Communication: Act as a support point of contact for clients, answering inquiries regarding order status, shipping updates, inventory availability, and billing.
- Sales Collateral Management: Organize, label, photograph and distribute marketing materials, product catalogs, contract templates, and pitch decks to ensure the frontline sales team has the tools they need.
- Estimates & Quotations: Assisting sales representatives in gathering technical specifications from engineers to generate price quotes, Requests for Proposals (RFPs), and formal sales contracts.
- Cross-Department Coordination: Liaising directly with the manufacturing floor, inventory managers, shipping and finance departments to resolve any supply chain delays, custom order requests, or invoicing discrepancies to ensure production schedules align with client delivery deadlines.
- Sales Documentation: Preparing presentation decks, product data sheets, technical catalogs, and sales reports for regular client reviews or trade shows.
- Issue Resolution: Investigating customer complaints, product discrepancies, or shipping delays, and working with quality control to implement quick solutions
- Reporting: Compile weekly or monthly sales data and performance metrics to help management identify pipeline bottlenecks or market trends.
- Records Maintenance: Manage the physical and digital filing system by organizing active job folders, logging files accurately, and retrieving archived materials.
- Meeting Preparation: Organize and set up conference rooms for meetings, including arranging tech, refreshments, and maintaining specialized setups like the coffee station.
- Hospitality Support: Coordinate, order, and pick up lunch or catering for scheduled meetings and company events as required.
- Reception: Greet guests professionally and answer incoming phone calls, routing them to the appropriate team members.
Required Skills and Qualifications
- Experience: 1–3 years of experience in an administrative support, customer success, or operational role, ideally within a manufacturing setting.
- Technical Proficiency: Strong familiarity with CRM software (ODOO) and intermediate to advanced skills in office productivity tools (particularly Microsoft Excel, Outlook and Word).
- Communication Style: Professional verbal and written communication skills suitable for interacting with buyers, procurement managers, and executives. Bi-lingual (Spanish or Vietnamese) preferred.
- Organization: High attention to detail and the ability to multitask in a fast-paced environment with strict deadlines.
Pay: $18.00 - $22.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
