Administrative Sales Support Specialist

About the role

You will serve as a critical administrative pillar within the Sales and Customer Service teams at Carotek, a SunSource company, ensuring the smooth execution of order processing and client support. This role owns the meticulous management of stock orders and inventory data, working in direct partnership with the warehouse manager and purchasing manager to maintain accurate stock levels. You will be responsible for coordinating purchase order generation and managing various portals to facilitate seamless transactions. A core ownership includes acting as the primary liaison between shipping and accounting departments to resolve receipt errors and pricing discrepancies promptly. You will generate weekly open order reports and compile custom reports for sales personnel as requested to support strategic sales efforts. This position owns the vital function of document control, including scanning, filing, and organizing all relevant administrative records. You will also provide receptionist coverage as needed, including monthly lunch coverage and filling in for absent front desk staff. Ultimately, you ensure professional and courteous communication with co-workers, management, customers, and vendors, representing the operational integrity of Carotek.

Key facts

What you'll do

Coordinate stock orders and manage inventory data in collaboration with the warehouse manager and purchasing manager to ensure accuracy.

Work with and learn various portals to generate purchase orders and streamline procurement processes.

Coordinate directly with shipping and accounting teams to investigate and resolve receipt errors and pricing issues.

Receive vendor order acknowledgements and diligently update purchase orders and order dates or pricing within the P21 system.

Generate a weekly open order report and compile additional analytical reports for salesmen upon request.

Perform document control tasks including scanning, filing, and organizing all administrative and operational records.

Serve as a receptionist, providing coverage during lunch breaks once a month and as required during front desk absences or paid time off.

Provide comprehensive administrative support to Outside and Inside Sales staff, which may involve generating detailed reports and composing routine correspondence.

Receive and meticulously review product purchase orders to confirm that all terms and conditions are correct before issuing confirmations.

Execute order entry functions by accurately inputting product codes, serial numbers, quantities, prices, discounts, and other essential data into the computer system.

Contact manufacturers to obtain supplies and track information as requested to ensure timely fulfillment.

Maintain up-to-date stocked inventory status and prepare detailed monthly reports for management review.

Organize and maintain a robust filing system for correspondence and other critical records to ensure easy retrieval.

Adhere strictly to established Quality Assurance programs to uphold the highest standards of service and accuracy.

Communicate effectively with co-workers, management, customers, and external partners in a consistently professional and courteous manner.

Requirements

Associate's degree from a two-year college; or three to five years related experience in industrial distribution. Or equivalent combination of education and experience.

Ability to perform each essential duty satisfactorily is mandatory for this role.

Must be located within the specified job location in Matthews, NC 28105.

Must possess strong attention to detail for data entry and order verification tasks.

Must demonstrate the ability to manage multiple tasks and prioritize workload in a fast-paced environment.

Must have proficient computer skills, including experience with portals and order management systems.

Must communicate professionally and courteously with internal teams, external vendors, and customers.

Must follow established procedures and Quality Assurance programs with strict compliance.

Practical notes

The role of Administrative Sales Support Specialist at Carotek, a SunSource company, is a foundational position dedicated to the operational excellence of the Inside Sales and Customer Service departments. This position is not merely about processing tasks; it is about owning the lifecycle of the order from initiation to resolution. You will be the meticulous guardian of stock accuracy, working hand-in-hand with the warehouse and purchasing teams to ensure that inventory data reflects reality. This involves a deep dive into various portals and the generation of purchase orders, requiring a proactive learner with a knack for system navigation. You will serve as the vital bridge between shipping and accounting, investigating and rectifying any discrepancies in receipts or pricing to maintain financial and operational harmony. Your analytical skills will be put to use every week as you compile open order reports and tailored reports for the sales team, providing them with the insights they need to succeed. Document control is another core pillar of this role, demanding a high level of organization to ensure that all correspondence and records are scanned, filed, and retrievable within a structured system. Furthermore, you will step into the role of a receptionist when necessary, demonstrating flexibility and support during coverage gaps such as lunch hours or planned absences. Above all, this position requires a commitment to professional communication and courteous interaction with everyone you engage with, reinforcing the positive reputation of Carotek.

To succeed in this role, you must meet specific eligibility criteria that are non-negotiable. An Associate's degree from a two-year college is required, or alternatively, you must bring three to five years of relevant experience in industrial distribution. This experience is crucial for understanding the nuances of the trade. Additionally, you must be legally located to work in the Matthews, NC 28105 area. The ideal candidate will possess exceptional attention to detail, ensuring that every data entry and order verification is accurate and error-free. The ability to manage multiple priorities simultaneously is essential, as the environment is dynamic and fast-paced. Proficiency with computers and various software portals is not just preferred but essential for performing order entry and report generation tasks. Professionalism in communication is a hard bar, as you will be interacting with vendors, internal teams, and customers regularly. Finally, strict adherence to all established procedures and Quality Assurance programs is mandatory to maintain the high standards that Carotek and SunSource are known for.

This position operates during standard business hours, providing consistent support to the sales and service teams. While the role is based on-site in Matthews, North Carolina, there are no specific travel requirements outlined in the current description. The position does not involve international assignments or visa sponsorship considerations at this time. There are no specific deadlines associated with the application process outlined in the source material, but interested candidates are encouraged to apply promptly. This role is integral to the daily function of Carotek and offers a stable environment for a detail-oriented professional seeking to contribute to the industrial distribution sector.