Sales Assistant

Support the sales operations by coordinating logistics, documentation, and customer communication.

Job Description:

• Assist in processing customer orders, ensuring accuracy and timely delivery. 
• Support the sales team in preparing quotations, pro forma invoices and proposals to facilitate order confirmation and customer approvals. 
• Provide responsive and professional customer service by following up on orders, addressing inquiries, and ensuring smooth processing to support customer satisfaction. 
• Update the Materials Requirements Plan (MRP) with all purchase orders received by the deadline date to support accurate production planning and inventory management. 
•  Prepare picking slips and verify invoices  for all customers daily to ensure accuracy of transactions and correct product dispatch.
• Enter all invoices electronically each day to maintain up-to-date records.
• Liaise with production and warehouse teams to ensure product availability to achieve On-Time In-Full (OTIF) delivery performance as per customer requirements. 
• Coordinate with freight forwarders, customs brokers, and logistics providers to ensure timely shipment and delivery of products to local and export markets. 
• Monitor and track shipments, providing updates to internal teams and international customers to ensure transparency and proactive communication. 
• Distribute weekly delivery schedule to all relevant stakeholders by the deadline date to ensure alignment across departments for the following week’s deliveries. 
• Manage accounts receivable, ensuring timely collection of payments, resolving outstanding issues, and minimizing overdue balances. 
• Maintain accurate records of all sales transactions and update internal systems accordingly to ensure traceability and compliance with audit requirements. 
• Update the customer relationship management (CRM) log weekly to maintain accurate records of customer interactions. 
• Update the container listing with all planned loading and shifting requirements daily to facilitate coordination between logistics, warehouse and export teams.  
• Maintain sequential filing of all pink copies of invoices weekly to ensure accurate documentation and recordkeeping for audit and reference purposes.  
• Perform any other related duties as may be required to support the achievement of departmental and company revenue goals. 

Education and Experience Requirements:

• 5 C.X.C./GCE O’ Levels inclusive Maths and English
• At least 2-3 year relevant in customer service, sales or export sales administration experience working in Caribbbean markets 
• Certificate in Sales / Customer Service from a recognized institution will be an asset 
• Fluency in Spanish will be an asset