The Administrative Assistant (Sales) is responsible for facilitating the smooth flow of customer orders, quote requests, ETA inquiries, and other inbound communication. This individual will manage email interactions, generate sales quotes, run reports, track key operational metrics, and support various administrative tasks that help customers understand our products and services.

This position requires strong multitasking skills, comfort working with several computer systems across multiple screens, and the ability to stay organized in a fast‑paced environment. As part of a small team, your attitude, reliability, and initiative will make a meaningful impact.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential function satisfactorily:

• Provide exemplary customer service and nurture positive customer relationships
• Respond to emails in a timely, polite, and professional manner
• Issue accurate sales quotes using Microsoft Dynamics 365
• Educate customers on products and services; recommend solutions based on their needs
• Track orders from initial request through fulfillment, including daily quantity updates
• Add new customers to the database and maintain data accuracy
• Digitally file tax exemption forms, W9s, and other documentation
• Create and maintain reports using Excel and data pulled from other systems
• Assist with various administrative and operational tasks as assigned
• Support customer loyalty efforts through consistent and friendly communication
• Prioritize tasks effectively while maintaining excellent attention to detail
• Demonstrate reliability, punctuality, and a positive attitude

Individuals who need reasonable accommodations to enable them to perform these essential functions should discuss their needs with Human Resources.  EMS will provide reasonable accommodations to such individuals unless doing so would impose an undue hardship on EMS or the individual is a direct threat.

Supervisory Responsibilities

No Supervisory Responsibilities in this role

QUALIFICATIONS

The requirements listed below are representative of the knowledge, skills, and/or abilities required for this position. 

• High school diploma or equivalent
• Strong organizational skills and extreme attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple systems and screens efficiently
• Proficiency with Microsoft Office, especially Outlook and Excel
• Self‑starter with solid time‑management abilities
• Experience providing outstanding customer service
• Ability to maintain focus in a fast‑moving, task‑heavy environment
• Longevity in previous roles (2+ years preferred)
• Must be able to pass a drug screening

Computer Skills

• Experience with Microsoft Dynamics 365 or other CRM/ERP systems
• Background in administrative support systems, customer service, or order processing systems
• Familiarity with reporting or basic data analysis tools

Language Ability

• For business and safety reasons, ability to write reports and business correspondence in English and effectively present information and respond to questions from groups of managers, clients, customers, technicians, and assemblers in English.