Position
Sales Administrator
Status
Full-Time, Non-Exempt
Compensation
$22-$26/Hour
Reports To
Key Account Manager
Location
Irvine, CA (On-Site)
Travel
Occasional travel may be required to support tradeshows, customer meetings, and industry events.
About Whimsocal Studios Since 2009, Whimsocal Studios (formerly Orange Circle Studio) has been creating thoughtfully designed products that transform everyday moments into something extraordinary. Today, we are a growing portfolio of purpose-led brands across stationery, gifting, lifestyle, and baby categories, including Orange Circle Studio, Studio Oh!, Saturday Sundae, JuJuBe, Bella Tunno, and Scoops. Together, we create products that spark delight, celebrate everyday moments, and make a meaningful impact.
Everything we create is guided by one simple purpose: To Curate Small Joys. Whether it's bringing a smile through beautiful design, supporting independent artists, or giving back to our communities, we believe the smallest moments have the power to create the greatest impact.
At Whimsocal, our greatest strength is our people. We're a collaborative team of curious thinkers, creative problem-solvers, and passionate brand builders who believe creativity, innovation, and purpose can brighten everyday life. Together, we're creating brands that inspire joy, foster connection, and make a meaningful difference for our consumers, our retail partners, our employees, and the communities we serve.
About the Position
The Sales Administrator provides essential sales operational support to the Key Account Manager, helping ensure that orders, projects, and customer commitments are executed accurately and on time. Serving as the behind-the-scenes engine of the sales team, this role processes orders, maintains product and inventory information, prepares for customer meetings and tradeshows, and partners across departments so that every Whimsocal Studios product reaches our retail partners seamlessly. It is an ideal opportunity for a highly organized, detail-oriented professional who enjoys solving problems, building relationships, and supporting a fast-paced, purpose-led business.
Key Responsibilities
Order Processing
· Process and enter sales orders.
· Manage product inventory and availability.
· Communicate with customers and Sales Representatives, under the supervision of the Key Account Manager, to verify that all order information is correct.
· Verify new customers, help with customer service and report issues to senior management.
· Work closely with other departments to ensure products are delivered to customers accordingly.
Project Management
· Assist the Account Manager with new projects.
· Develop an understanding of customer compliance and routing guides.
· Create item setups with product information so customers can submit orders.
· Collaborate with other departments to ensure project completion.
· Coordinate and track shipments.
· Assist with the set-up and managing vendor portals.
· Assist with consumer and customer events.
Meeting & Tradeshow Preparation
· Generate sales reports and gather product samples.
· Organize and ship product samples for post-meeting follow-up.
· Set up the conference room based on meeting needs.
· Assist with analyzing meeting notes to determine next steps.
Additional Responsibilities
· Develop a strong knowledge of the company’s products and their features.
· Assist with completing customer paperwork and keeping customer information up to date.
· File account contracts and documents.
· Provide light phone coverage.
· Perform other duties as assigned by management.
Qualifications
- 2+ years of experience in sales administration, order processing, customer service, or a related administrative support role.
- Highly organized with exceptional attention to detail and strong follow-through.
- Proficient in Microsoft Office, particularly Excel and Outlook.
- Experience with order management or ERP systems (such as SAP) and/or retailer vendor portals is a plus.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- A collaborative, customer-focused mindset with a positive, can-do attitude.
- High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
Preferred Qualifications
- Experience in the gift, stationery, greeting card, or consumer products industry.
- Familiarity with SAP, Shopify, MarketTime, Faire, Retail Link, or major retailer vendor portals.
- Experience preparing for tradeshows or customer sales meetings.
- Experience creating item setups and working with customer compliance and routing guides.
Measures of Success
- Sales orders processed and entered accurately and on time.
- Product and inventory information kept current, minimizing order errors and delays.
- Customer meetings and tradeshows that are well prepared, with samples and reports ready ahead of schedule.
- Accurate, up-to-date customer records, paperwork, and account documentation.
- Reliable, responsive support that helps the Key Account Manager grow the business.
Physical Requirements
- Prolonged periods sitting at a desk and working on a computer.
- Primarily sedentary work involving sitting and occasional standing.
Benefits
- Competitive salary
- Medical, Dental & Vision Insurance
- Flexible Spending Account
- 401(k)
- Paid Vacation, Sick Time & Holidays
- Employer-paid Long-Term Disability
- Employee Product Discounts
- Career Growth Opportunities
If you're passionate about people, thrive in a fast-paced environment, and want to help build a company that creates joy every day, we'd love to hear from you.
Whimsocal Studios is an Equal Opportunity Employer.
How to Apply
Please apply through our Indeed posting, or submit your resume directly to [email protected]. Applications are reviewed on a rolling basis. No job placement recruiters, please.
Whimsocal Studios is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by federal, state, or local law.
Whimsocal Studios provides reasonable accommodations to qualified individuals with disabilities in the application process and in the performance of essential job functions. To request an accommodation, please contact [email protected].
Qualified applicants with arrest or conviction records will be considered for employment in accordance with the California Fair Chance Act.
Pay: $22.00 - $26.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
