The Administrative Associate – Sales supports customers and the sales team by managing order and forecast entry, monitoring order status, and coordinating due dates across internal departments. This role serves as a primary point of contact for customers regarding lead times, changes, and delivery updates, while ensuring order accuracy and clear communication throughout the production process.

Supervisory Responsibilities:

• None.

Duties/Responsibilities:

• Maintains relationships with clients in HyTech Spring & Machine customer base.
• Imputs sales forecast data, which may include forecasts provided by clients.
• Enters data and customer material into Made2Manage.
• Regularly reviews sales requirements, adding or maintaining new data as available.
• Consults with materials manager to ensure raw material inventory reflects, or will meet, expected sales trends.
• Answers inquiries from clients concerning products, schedule and deliver dates.
• Researches customers’ demands based on client’s material needs.
• Creates the work orders for the shipping department for customer demands and requirements.
• Enters shipment information in the form of ASN to customer portals as required.
• Verifies prices, terms of sales, and/or service agreements; reviews contract and submits customer purchase orders.
• Collaborates with purchasing departments, managers, and other staff to confirm that orders are processed with accuracy and efficiency and that products are distributed properly.
• Periodically prepares and reports results, status of accounts, and leads to manager.
• Performs other duties as assigned.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent sales and negotiation skills.
• Thorough understanding of technical or scientific products to be sold.
• Organized with attention to detail.
• Proven ability to build and maintain relationships with clients.
• Proficient with Microsoft Office Suite or related software.
• Professional working proficiency in Japanese is a plus.

Education and Experience:

• High school diploma or equivalent required.
• Prefer at least one year of related experience.
• Other certifications, training or requirements as may arise for this position as communicated by management.
• Completion of on-the-job training may be substituted for educational requirements.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• May be required to communicate, discern, convey, or exchange information with other teammates.
• Must be able to wear all personal protective equipment at all times during work hours as required by company safety rules, while on the production floor.

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.