Sales Administration

Sales Administration Support

Company: City Blue Imaging
Location: Rochester, NY
Employment Type: Full-Time
Department: Sales

Position Overview

We are seeking a detail-oriented and proactive Sales Administration Support professional to join our dynamic printing company team. This role is essential in supporting our sales efforts by providing comprehensive administrative assistance, managing customer relationships, and ensuring smooth operations between sales, production, and customer service departments.

Key Responsibilities

Sales Support

• Assist sales team with quote preparation, order processing, and proposal development
• Maintain and update customer databases and sales records
• Coordinate with production team to ensure accurate job specifications and timelines
• Process sales orders from initial inquiry through completion and delivery

Customer Service

• Serve as primary point of contact for customer inquiries and order status updates
• Maintain positive customer relationships through professional communication
• Assist with scheduling customer meetings, site visits, and project consultations

Administrative Duties

• Prepare and maintain sales documentation and filing systems
• Coordinate sample requests and manage sample inventory
• Track and monitor sales leads, follow-ups, and conversion rates
• Support execution of marketing initiatives
• Assist with invoicing, credit applications, and payment tracking

Job Order Coordination

• Collaborate with production team to ensure job accuracy and on-time delivery
• Monitor order timelines and communicate updates to customers and sales team
• Coordinate special projects, rush orders, and custom printing requirements
• Maintain job folders and production schedules

Required Qualifications

• High school diploma or equivalent; Associate's degree preferred
• 2+ years of administrative or customer service experience
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with CRM software
• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• Detail-oriented with strong problem-solving skills
• Ability to work in fast-paced environment and manage multiple priorities

Preferred Qualifications

• Previous experience in printing, manufacturing, or B2B sales environment
• Knowledge of printing processes, paper types, and finishing options
• Familiarity with graphic design software (Adobe Creative Suite) a plus

Skills & Competencies

• Communication: Professional phone manner and email etiquette
• Technology: Quick learner with various software platforms and databases
• Customer Focus: Commitment to providing exceptional customer service
• Teamwork: Collaborative approach with sales, production, and management teams
• Adaptability: Flexible and able to adjust to changing priorities
• Accuracy: Strong attention to detail in all work processes

What We Offer

• Competitive salary commensurate with experience
• Health Benefits
• Paid time off and holiday pay
• Professional development opportunities
• Stable work environment with growth potential
• Local Rochester company with strong community ties