Sales Support Specialist at Jasper Engineering & Equipment Company – HIBBING, Minnesota

Overview

The Sales Support Specialist provides day-to-day administrative and operational support to ensure the office runs smoothly and efficiently. This role supports Inside and Outside sales staff, manages office coordination, and assists with order processing and customer communications. The position requires attention to detail, organizational skills, and the ability to handle a variety of tasks in a fast-paced environment.?

Key Responsibilities

Administrative & Office Operations

• Answer and direct phone calls, greet visitors, and manage incoming correspondence, including distribution of emails from the main sales inbox.
• Order and maintain office supplies, process mail, and coordinate office lunches and meeting logistics.
• Ensure office equipment and common areas remain organized and in good working order.
• File and maintain invoices, packing slips, delivery tickets, and other required documentation.

Recordkeeping & Data Management

• Maintain accurate and up-to-date digital records in NetSuite, CRM systems, and OneDrive.
• Assist with invoicing, data entry, reporting, and updating production logs/archives.

Customer Service & Account Support

• Serve as the primary internal point of contact for customer inquiries, order updates, and product information.
• Provide phone support and timely responses to ensure strong customer satisfaction.
• Assist with onboarding new clients and managing customer account information.
• Support problem-solving and expedited order situations as needed.

Sales & Cross-Functional Support

• Partner with Inside Sales Representatives to manage day-to-day sales activities.
• Prepare quotes and proposals tailored to client needs.
• Liaise between customers, outside sales, vendors, operations, and other internal departments.
• Provide general administrative support across departments and perform other related duties as requested.

Qualifications

Education & Experience

• High school diploma or equivalent required; associate degree or administrative certification preferred.
• 1+ years of administrative, office coordination, or customer service experience.
• Experience with order processing or invoicing preferred, especially in an ERP system such as NetSuite.
• Familiarity with Microsoft 365 (Outlook, Excel, Teams, and SharePoint) required.

Skills & Competencies

• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent communication and interpersonal abilities, both in person and over the phone.
• Dependable, self-motivated, and comfortable working independently or as part of a team.
• Customer-focused mindset with a professional and courteous demeanor.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Physical & General Requirements

• Ability to lift up to 25–30 lbs occasionally (e.g., handling packages, office supplies, or shipments).
• Must be able to sit or stand for extended periods while performing computer and administrative tasks.
• Consistent attendance, punctuality, and attention to detail are essential.