Sales and Customer Service Administrator

Job DescriptionWe are collaborative, fast-paced and customer-centric company that manufactures outdoor architectural lighting fixtures as well as safety and security bollards.Our work environment includes:Growth opportunitiesFlexible working hoursOn-the-job trainingWe are seeking a highly motivated and detail-oriented individual to support our sales, production, and accounting teams as a Sales & Customer Service Administrator. This role will be crucial in ensuring the smooth operation of our order processing, customer service, and financial record-keeping functions. You will be responsible for providing direct sales support while coordinating with both production and accounting to ensure timely order fulfillment, accurate records, and a positive customer experience. If you are passionate about providing exceptional customer service and have a knack for administrative tasks, this position offers an exciting opportunity to contribute to our company's growth and success.ResponsibilitiesSales Support & Order ProcessingServe as the primary point of contact for lighting representatives and customers, addressing inquiries via email and phone with professionalism and efficiency. Create detailed quotes, process orders accurately, and respond to customer inquiries. Review customer purchase orders against issued quotes to verify part numbers, quantities, and pricing prior to order entry. Enter and maintain sales orders using SOS Inventory, QuickBooks, and Monday.com to ensure alignment and data accuracy across systems. Track and communicate estimated ship dates (ESDs), proactively providing updates and resolving shipment or logistics concerns. Coordinate with the production team, shop floor, and freight coordination teams to ensure timely and accurate order fulfillment. Assist customers with warranty claims and RMAs, processing them efficiently. Set up new customer accounts, including handling credit applications, W9s, and resale certificates. Customer ServiceServe as the first point of contact for customer inquiries, providing exceptional support and maintaining a service-oriented approach. Maintain customer records, notes, drawings, and technical documentation using Monday.com, SharePoint, and Microsoft Teams. Distribute drawings, specification sheets, and supplemental documentation to customers as needed. Proactively communicate order updates or delays to customers and sales representatives, ensuring clarity and transparency. Financial SupportGenerate invoices in collaboration with the accounting department. Assist with vendor payment scheduling and coordination. Support accurate financial reporting through expense recording in QuickBooks and inventory tracking using SOS Inventory. Additional TasksAssist with freight and parcel shipment scheduling. Provide essential administrative support to upper management and the sales team, including preparing sales reports, organizing documents, and coordinating meetings. Collaborate with management on process improvements and tracking key metrics. Perform general office and clerical tasks as needed. RequirementsStrong computer proficiency with Microsoft Office, Monday.com, Teams, SharePoint, QuickBooks, and SOS Inventory. Exceptional attention to detail, accuracy, and organizational skills. Excellent verbal and written communication skills with a customer-first mindset. Ability to multitask, prioritize, and thrive in a fast-paced environment. Demonstrated ability to collaborate effectively across multiple departments. Interest in outdoor lighting, architecture, or design is strongly preferred. Familiarity with basic engineering or production workflows is a plus, though not required. Zuma Lighting is an equal opportunity employer, committed to promoting diversity and inclusion in the workplace.