Job description

This is a remote position.

Schedule:

Total hours: 40 hours per week or 8 hours per day
Monday - Friday
9:00 AM - 5:00 PM New York time (or 9:00 PM - 6:00 AM Manila time)
With 30-minute paid break in between

Client location or time zone: New York, USA - EST

Company/client overview:

The client is a company that specializes in the design and manufacturing of packaging machinery.

Position Overview:

The Sales Account Assistant plays a critical role in managing the end-to-end lifecycle of customer orders. This position is responsible for ensuring that all customer orders are tracked and fulfilled on time, coordinating internal communications between teams, maintaining order documentation, and providing regular updates to the sales executive. The Sales Account Assistant will be key in maintaining accurate status records, coordinating with the assembly team, scheduling meetings, and ensuring smooth order processing from conception to invoicing.

Responsibilities:

Order Management and Tracking:

Track and monitor customer orders from inception to completion, ensuring that all order details are accurate and up to date.
Follow the provided checklist and flowchart to ensure all steps in the order process are completed efficiently and correctly.
Ensure all customer orders are fulfilled on time, liaising with relevant teams to address any potential delays or issues.

Internal Communication:

Serve as the primary point of contact for internal teams (assembly, shipping, invoicing, etc.) to ensure order requirements are understood and met.
Collaborate with relevant departments to ensure timely execution of tasks and provide updates on order status.
Ensure that the sales executive is kept informed of any developments or challenges related to customer orders.

Order Documentation and Tracking:

Maintain up-to-date order documentation, including work orders, invoices, acknowledgments, and any necessary correspondence.
Regularly update the company CRM system (e.g., Monday.com) to track order status, progress, and any issues.
Ensure all customer orders are accurately entered and tracked in the system, and all information is easily accessible for the sales team.

Customer Communication and Coordination:

Send order confirmations, acknowledgments, and sample emails to clients as needed.
Communicate with clients regarding order status, including scheduling and coordinating site visits, FATs (Factory Acceptance Tests), or sales calls.
Schedule and coordinate FATs and sales calls with customers, ensuring all necessary parties are available and prepared.
Work closely with the assembly team to ensure production timelines are on track, addressing any potential issues proactively.
Respond promptly to customer inquiries, ensuring a high level of customer satisfaction.

Reporting and Updates:

Provide daily updates to the sales executive on the status of all orders under your scope.
Prepare and send end-of-week status reports summarizing progress, outstanding tasks, and any issues related to open orders.
Keep the sales executive informed of key milestones and delays, offering solutions where necessary.

Requirements

Proven experience in a sales or order management role, preferably in a manufacturing or product-based environment.
Strong organizational skills and the ability to manage multiple tasks and orders simultaneously.
Excellent communication skills, both written and verbal, for effective internal and customer communication.
Proficient in Microsoft Office Suite (Excel, Word, Outlook) and CRM tools (experience with Monday.com is a requirement).
Ability to work independently and as part of a team, managing deadlines.
Detail-oriented with a strong focus on accuracy in data entry and order tracking.
Ability to remain calm under pressure and adapt to changing priorities or customer needs.