Administrative Assistant – Outside Sales Support

Location: Spring Valley, NY
Position: Full-Time

Job Overview

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support our sales team.

This role is ideal for someone who enjoys staying organized, managing multiple priorities, and making sure things get done efficiently. You'll work closely with our Outside Sales Representatives, handling administrative responsibilities so they can focus on building customer relationships and driving sales.

The ideal candidate is a quick learner, a strong communicator, and someone who takes ownership of tasks without needing constant follow-up.

Key Responsibilities

• Provide day-to-day administrative support to Outside Sales Representatives.

• Assist with preparing quotes, proposals, sales documents, and customer paperwork.

• Handle customer inquiries, emails, and follow-ups on behalf of the sales team.

• Enter and maintain accurate customer information, orders, and sales records.

• Track outstanding quotes, orders, and pending requests to ensure timely follow-up.

• Coordinate with internal departments to help move customer orders and projects forward.

• Assist sales representatives with scheduling, documentation, and other administrative needs.

• Identify and resolve administrative issues before they cause delays.

• Keep tasks organized and ensure nothing falls through the cracks.

Qualifications

• Previous administrative, office support, or sales support experience preferred.

• Excellent organizational skills and strong attention to detail.

• Strong written and verbal communication skills.

• Ability to multitask and prioritize in a fast-paced environment.

• Comfortable using Microsoft Office, email, and business software.

• Quick learner who can adapt to new systems and processes.

• Proactive, resourceful, and able to work independently.

• Strong sense of responsibility and follow-through.

• Positive attitude and willingness to help wherever needed.

What We're Looking For

We're looking for someone who is dependable, responsive, and genuinely enjoys supporting others.

You should be the type of person who:

• Takes initiative instead of waiting to be told what to do.

• Enjoys keeping things organized and running smoothly.

• Responds quickly and communicates clearly.

• Can manage requests from multiple salespeople without getting overwhelmed.

• Pays attention to the small details while keeping the bigger picture in mind.

• Takes pride in getting things done correctly and on time.

Why Join Us?

You'll be an important part of a busy sales operation, working alongside a team of professionals and playing a key role in helping the business grow.

If you're organized, motivated, and enjoy being the person who keeps everything running smoothly, we'd love to hear from you!