Administrative Assistant – Aftermarket/OEM Sales Department at Harlan Global Manufacturing LLC

Description

Position Summary:

The Administrative Assistant for the Aftermarket/OEM Sales Department provides comprehensive administrative and clerical support to the sales team, ensuring efficient operations and excellent customer service. This role is responsible for assisting with order processing, maintaining accurate records, coordinating communications between departments, and supporting the overall sales and customer relationship management process.

Key Responsibilities:

• Sales Support:
   
  • Prepare sales quotes, proposals, and customer correspondence.
     
  • Enter and track customer orders, ensuring accuracy and timely processing.
     
  • Support the preparation of bids, contracts, and other customer documentation.
     
• Customer Service:
   
  • Act as a liaison between customers and the sales team, addressing inquiries and resolving issues promptly.
     
  • Assist in maintaining strong relationships with key customers, distributors, and OEM partners.
     
• Administrative Functions:
   
  • Maintain organized electronic and paper filing systems for sales records, price lists, and customer information.
     
  • Schedule and coordinate meetings, travel arrangements, and department calendars.
     
  • Prepare regular sales reports, dashboards, and performance summaries.
     
• Data & System Management:
   
  • Update and maintain customer and sales data in CRM and ERP systems (e.g., Odoo, SAP, or similar).
     
  • Generate reports and analyze sales metrics as requested by management.
     
• Collaboration & Coordination:
   
  • Work closely with production, purchasing, and logistics to ensure accurate order fulfillment and delivery schedules.
     
  • Support the marketing team with product literature, catalogs, and promotional materials when needed.
     
• General Office Duties:
   
  • Assist with expense reporting, supply ordering, and other administrative tasks as required.
     
  • Provide backup support for other administrative roles as needed.

Requirements

Qualifications:

• Education: High school diploma or equivalent required; associate’s degree or higher preferred.
   
• Experience:
   
  • Minimum 2–3 years of administrative experience, preferably in a manufacturing, industrial, or sales environment.
     
  • Familiarity with aftermarket or OEM product sales is a plus.
     
• Skills:
   
  • Strong proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
     
  • Experience with CRM/ERP systems (e.g., Odoo, SAP, Salesforce).
     
  • Excellent written and verbal communication skills.
     
  • Strong attention to detail, organizational, and time management skills.
     
  • Ability to multitask and work in a fast-paced environment.
     

Key Competencies:

• Customer-focused and service-oriented
   
• Dependable and proactive
   
• Team player with strong interpersonal skills
   
• Analytical and detail-driven
   
• Adaptable to changing priorities and business needs
   

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
   
• Occasional lifting of up to 25 lbs (files, product samples, etc.).