We are seeking a highly organized and customer-focused Administrative Assistant – Sales Department to support daily operations within the Sales and Business Development teams. This role provides administrative, customer service, and operational support through accurate ERP transaction processing, communication coordination, reporting, and customer follow-up activities.

The ideal candidate thrives in a fast-paced manufacturing environment, communicates effectively across departments, maintains strong attention to detail, and supports both internal teams and external customers with professionalism and urgency.

Key Responsibilities:

Sales & Customer Support

· Support the Sales Department with daily administrative and operational tasks.

· Coordinate travel arrangements, meeting preparation, and scheduling as needed.

· Coordinate and assist with trade shows, customer visits, and marketing events.

· Support customer visits by coordinating tours, meals, hospitality items, and company promotional materials.

· Coordinate with the sales team on customer requests, order follow-ups, and communication updates.

· Communicate lead times, order updates, and delivery information to customers.

· Create and maintain customer communication through live Excel spreadsheets and shared reporting tools.

· Pull customer purchase orders and documentation from customer online portals.

· Submit customer quotes and required documentation into customer portals for approvals.

· Send estimates and quotations to select customers as directed by the sales team.

ERP / Administrative Support

· Enter quotes, sales orders, and customer purchase orders into the M2M ERP system accurately and efficiently.

· Create jobs within the ERP system; identify and tag jobs upon their arrival to DNC.

· Process and attach customer purchase orders to the correlating quote and/or sales order

· Maintain accurate electronic records, customer files, and supporting documentation.

· Pull and prepare sales reports, open order reports, and customer data for meetings and operational reviews.

· Assist with data entry and administrative reporting to support operational follow-through and accountability.

· Communicate with Division Managers regarding job approvals, completion status, and readiness for release.

· Support efficient office operations by improving administrative processes and organization.

Marketing & Communication Support

· Support marketing coordination efforts alongside the Director of Business Development.

· Review and preview social media content for internal approvals prior to posting.

· Coordinate ordering and inventory of marketing materials including promotional products, branded apparel, office materials, and customer giveaway items.

Cross-Functional Coordination

· Work directly with Project Managers, Logistics, Accounting, Cylinder Division, Pump Division, and Seal Division teams.

· Support communication between departments to ensure timely execution of customer orders and internal priorities.

· Assist with receptionist duties including but not limited to being the first point of contact for the company phone line.

· Contribute to overall team success by accomplishing related tasks and supporting department initiatives.

Qualifications:

· Strong organizational, multitasking, and time management skills.

· Excellent verbal and written communication abilities.

· High attention to detail and accuracy.

· Ability to work in a fast-paced, team-oriented environment.

· Strong customer service and problem-solving skills.

· Ability to maintain confidentiality and secure handling of company files and customer information.

· Proficiency with Microsoft Office programs including Excel, Word, Outlook, and Teams.

· ERP system experience preferred; M2M experience is a plus.

· Professional demeanor with strong interpersonal skills.

Education & Experience:

· High school diploma or equivalent required.

· Previous administrative, customer service, sales support, or manufacturing support experience preferred.

· Experience working in a manufacturing or industrial environment is a plus.