Job Description – Little Bear Produce, Inc.
Functional Job Title: ASSISTANT (Sales Assistant)
Reports To Chief Sales Officer
Department / Position BD - SALES
Company(s) LB Specialty Crop, LLC.
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1) PRIMARY PURPOSE: The Sales Assistant supports the Sales team in managing customer accounts, coordinating order fulfillment, maintaining accurate pricing and inventory information, and ensuring exceptional customer service. This role serves as a liaison between sales, operations, logistics, and customers to facilitate timely and accurate produce shipments while maintaining compliance with food safety, quality, and company standards.
2) QUALIFICATIONS:
a. Education / Certification / License(s):
i. High School Diploma or GED required
ii. Associate’s degree in Business, Agriculture, Supply Chain, or related field preferred
iii. Valid Texas driver’s license (if occasional travel required)
iv. Food Safety Awareness training (provided internally if not already certified)
b. Language: Bilingual English & Spanish. (Preferred)
c. Experience:
i. 1–3 years of admin., customer service, logistics, produce industry experience
ii. Experience in fresh produce, perishable goods, or food distribution highly preferred
iii. Experience with ERP systems or produce software (e.g., Famous, Produce Pro, S2K) preferred
3) SPECIAL KNOWLEDGE, SKILLS & ABILITIES:
a. Understanding of fresh produce industry dynamics (pricing volatility, shelf life, quality standards)
b. Knowledge of order entry, invoicing, and inventory management systems
c. Strong math skills for pricing, margins, and adjustments
d. Ability to read bills of lading, purchase orders, and shipping documents
e. Strong written and verbal communication skills
f. Detail-oriented with high accuracy in data entry
g. Ability to manage multiple customer accounts simultaneously
h. Professional phone and email etiquette
i. Ability to maintain confidentiality of pricing and customer contracts
4) ESSENTIAL DUTIES AND RESPONSIBILITIES:
a. Enter and process customer orders accurately and timely
b. Verify pricing, availability, and customer terms prior to confirmation
c. Coordinate with warehouse and logistics to ensure timely shipment
d. Generate invoices, credit memos, and adjustments as needed
e. Communicate proactively with customers regarding order status, substitutions, or delays
f. Maintain customer account files and documentation
g. Monitor inventory levels and communicate shortages to sales team
h. Assist in preparing sales reports, margin reports, and daily recap sheets
i. Track claims, rejections, and quality issues; assist with documentation
j. Support new customer onboarding documentation
k. Maintain compliance with company food safety and quality standards
l. Assist with contract pricing updates and seasonal price changes
m. Ensure accurate data entry in ERP system
n. Respond to customer inquiries within established service standards
5) NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:
a. Assist with trade shows or customer visits
b. Provide backup support to other administrative roles
c. Participate in special projects or system implementations
d. Assist marketing with promotional materials when requested
e. Other duties as assigned by management
f. All other duties as assigned
6) KEY PERFORMANCE INDICATORS:
a. Order entry accuracy rate (≥ 99%)
b. On-time order processing
c. Customer response time (within company standard, e.g., 1 hour)
d. Credit memo/adjustment error rate
e. Margin accuracy support
f. Claim resolution turnaround time
g. Customer satisfaction feedback
h. Compliance with documentation and audit requirements
7) SAFETY EXPECTATIONS:
a. Follow all company food safety policies (GMPs, HACCP, SQF if applicable)
b. Wear required PPE when entering warehouse areas (safety vest, hairnet, etc.)
c. Follow safe lifting practices
d. Report hazards, near misses, and injuries immediately
e. Maintain clean and organized workstation
f. Comply with OSHA and company safety standards
g. Participate in required safety training
8) SUPERVISORY RESPONSIBILITIES:
a. None (individual contributor role)
b. May provide informal training to new Sales Assistants
9) TRAVEL DEMANDS:
a. Primarily office-based
b. Occasional local travel (<10%) to warehouse, customer sites, or company meetings
10) EQUIPMENT USED:
a. Desktop/laptop computer
b. ERP and accounting software
c. Microsoft Office (Excel required proficiency)
d. Multi-line telephone system
e. Printer, copier, scanner
f. Calculator
g. Company-issued mobile phone (if applicable)
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Shift:
Language:
- both English and Spanish proficently (Required)
Work Location: In person
