Sales Admin at RAINIER PURE BEEF COMPANY – Woodland, Washington

Position Summary

The Sales Administrator provides administrative and operational support to the Sales team to ensure accurate order processing, customer communication, and coordination between sales, production, and shipping. This position plays a critical role in maintaining customer relationships, managing sales documentation, and ensuring orders are processed accurately and efficiently within a fast-paced beef processing environment.

The Sales Administrator works closely with internal departments including production, shipping, accounting, and quality assurance to facilitate smooth order fulfillment and maintain high customer service standards.

Essential Duties and Responsibilities

Sales and Order Administration

• Enter andmaintaincustomer orders in thecompanyERP or order management system.
• Verify order accuracy including product specifications, pricing, quantities, and delivery schedules.
• Generate sales orders, invoices, credit memos, and related documentation.
• Maintainaccuratesales records and customer account files.
• Assistsales representatives with order tracking, pricing updates, and customer inquiries.

Customer Service and Communication

• Serve as a primary point of contact for customer inquiries related to orders, shipments, and product availability.
• Communicate with customers regarding order status, shipping schedules, and delivery confirmations.
• Address customer concerns and coordinate with internal teams to resolve issues such as shortages, product substitutions, or shipping discrepancies.
• Maintain professional relationships with customers, distributors, and brokers.

Coordination with Operations

• Coordinate with production and shipping departments to ensure product availability and on-time deliveries.
• Communicate order priorities or changes to production planning and warehouse teams.
• Verify shipping documentation including bills of lading, packing lists, and invoices.
• Assistwith inventory availability checks and product allocations.

Sales Support and Reporting

• Prepare sales reports, order summaries, and customer activity reports for management.
• Maintain pricing lists and customer agreements as directed by sales leadership.
• Support sales forecasting and product demand planning activities.
• Assistwithpreparationof sales presentations, customer documentation, or contract records.

Administrative Duties

• Maintain organized electronic and physical records related to sales transactions.
• Support internal audits, customer documentation requests, and compliance requirements.
• Assistwith specialprojects asassigned by sales management.

Qualifications

Education

• High school diploma or equivalent required
• Associate degree in Business Administration, Accounting, or related field preferred

Experience

• 2–4 years of administrative, sales support, customer service, or order management experience preferred
• Experience in food processing, meat processing, manufacturing,logistics, or distribution environments is highly desirable
• Experience with ERP systems or order entry software preferred

Knowledge, Skills, and Abilities

• Strong organizational and multitasking skills in a fast-paced environment
• Excellent written and verbal communication skills
• High attention to detail and accuracy in data entry and documentation
• Ability to work collaboratively across departments including sales, production, and shipping
• Proficiencywith Microsoft Office (Excel, Word, Outlook)
• Ability to manage multiple customer accounts and priorities simultaneously
• Problem-solving skills and ability to resolve customer service issues effectively

Working Conditions

• Office environment within a food processing facility
• May require occasional communication with warehouse or production personnel
• Standard office equipment including computer, phone, and printers used regularly