Sales Support Specialist

Ketjen is hiring for a Sales Support Specialist. This position is hybrid and located in Houston, Texas.

The Sales Support Specialist provides administrative, operational, and event coordination support to the Commercial Sales Team. This role is a key business partner to the sales organization, responsible for coordinating meetings, events, training programs, marketing materials, SAP purchasing activities, and customer engagement initiatives. By managing these activities, the Sales Support Specialist enables the sales team to focus on customer relationships, revenue growth, and strategic business objectives.

Key Responsibilities

1. Sales Team Administrative Support

Provide day-to-day administrative and operational support to the Commercial Sales Team by coordinating logistics, managing systems, and assisting with various business activities.

Responsibilities include:

• Coordinate meetings, conference room reservations, business meals, customer dinners and event logistics.
• Create and maintain customer accounts, opportunities, quotes, and demand schedules in Salesforce.
• Manage account data and perform routine system cleanup to ensure Salesforce records remain accurate and up to date.
• Enter and manage contracts through the DocuSign system.
• Provide ongoing support to the sales team by maintaining accurate records and ensuring timely completion of administrative processes.

2. Purchase Order & SAP Support

Support purchasing and vendor payment processes through SAP.

Responsibilities include:

• Create and manage purchase requisitions.
• Process marketing-related purchase requests.
• Create goods receipts for completed purchases.
• Monitor open purchase orders.
• Follow up on overdue vendor invoices.
• Coordinate with vendors regarding documentation and payment status.

3. Marketing Asset Management

Maintain inventory and organization of sales and marketing materials.

Responsibilities include:

• Manage and organize the marketing materials closet.
• Track movement and inventory of promotional items.
• Maintain inventory records.
• Coordinate product and promotional item quotes with approved vendors.
• Prepare materials for events, conferences, and training programs.

4. Event, Conference, Training & Sponsorship Coordination

Support the planning, coordination, and execution of company meetings, customer events, industry conferences, training programs, and corporate sponsorship activities.

Responsibilities include:

• Research venues, obtain proposals and pricing, and coordinate food and beverage arrangements.
• Manage event invitations, registrations, attendance tracking, and participant communications.
• Coordinate logistics for customer events, meetings, conferences, training programs, and networking activities.
• Support industry conferences and trade events, including AFPM Annual Meeting, AFPM Summit, LARTC, and NARTC.
• Register attendees and communicate schedules, locations, and participation details.
• Coordinate customer entertainment events, dinners, and networking opportunities.
• Manage promotional materials, shipments, event inventory, and event-related supplies.
• Assist with event preparation, packing, setup, and on-site support as needed.
• Coordinate logistics for Catalyst Academy and other technical training programs.
• Obtain vendor quotes and coordinate transportation, meals, lodging, and group activities as required.
• Prepare and distribute training materials, welcome packets, name tags, name tents, and presentation files.
• Coordinate corporate sponsorship activities, including approval documentation, attendee participation, and payment processing.
• Serve as the primary liaison with sponsorship organizations, vendors, conference organizers, and internal stakeholders.
• Partner with Compliance, Procurement, and other internal teams to ensure timely approvals, payments, and fulfillment of sponsorship commitments.
• Maintain accurate records and supporting documentation for events, training programs, conferences, and sponsorship activities.

What You Bring

Required:

• Associate's or Bachelor's degree in Business, Marketing, Communications, or a related field preferred.
• 3+ years of administrative, sales support, event coordination, or related experience.
• Experience with Salesforce, SAP, DocuSign, or similar business systems preferred.
• Strong organizational and project management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office applications, including Outlook, Excel, PowerPoint, and Teams.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to travel approximately 15% of the time, including occasional overnight travel.

Preferred:

• Highly organized and detail-oriented.
• Customer-focused and responsive.
• Comfortable managing multiple projects simultaneously.
• Proactive in identifying and resolving administrative and logistical challenges.
• Effective at building relationships across sales, marketing, procurement, finance, and external vendors.