Administrative Assistant Operations & Sales

Position Summary

The Operations Administrator plays a key role in supporting the day-to-day functions of our Sales and Purchasing Departments. This position ensures smooth internal processes by assisting with bid tracking, customer purchase follow-up, and sales reporting. The role requires attention to detail, organizational skill, and the ability to collaborate effectively across departments. This is an entry-level role and offers visibility into core business operations.

Key Responsibilities

• Assist in tracking bids and proposals to ensure timely follow-up and documentation.
• Monitor and track customer purchases, ensuring accurate records and communication with the Sales and Purchasing teams.
• Support the Sales team in lead tracking and reporting, including gathering, formatting, and distributing sales performance data.
• Coordinate with Purchasing to maintain accurate tracking of orders and vendor communications.
• Assist with the preparation of reports, presentations, and summaries for executive review.
• Identify and suggest process improvements to enhance administrative efficiency.
• Serve as a liaison between departments to promote clear communication and accountability.
• Maintain internal databases and documentation related to bids, sales, and purchasing activities.

Qualifications

• 2+ years of administrative, operations, or coordinator experience (preferably in a sales or purchasing environment).
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word); experience with CRM or ERP systems is a plus.
• Ability to handle sensitive information with confidentiality and professionalism.
• Excellent written and verbal communication skills.
• Detail-oriented with the ability to manage multiple priorities.

Preferred Attributes

• Experience supporting cross-functional teams.
• Familiarity with bid tracking or procurement processes.
• Self-motivated and comfortable working under limited supervision.

Working Conditions

• Office-based position with standard business hours.
• Occasional flexibility, may be required to support time-sensitive projects or deadlines.