Sales Assistant

Job Summary

The Sales Assistant is responsible for creating, coordinating, and administering all GCS import/export sales processes. The Assistant will perform a broad range of tasks, including invoicing, sales support, customer and vendor communication, and logistics coordination.

Key Responsibilities

• Prepare, process, and track customer and supplier invoices accurately and promptly.
• Track shipments from vendors through customs, buyers, and dispatchers. May include taking orders for additional materials from the customers, entering them into the GCS Sales Order system, and preparing pro forma invoices for customers and customs purposes.
• Coordinate and manage all required import documentation, ensuring timely and accurate communication with in-country personnel, customs brokers, carriers, government agencies, and other stakeholders to facilitate compliant and efficient import operations.
• Manage inquiries from customers and vendors via phone and email, providing timely and accurate information.
• Provide back-up phone coverage for the sales team as needed, ensuring excellent customer experience.
• Collect, review, and file proof of deliveries for shipments when required by the customer.
• Write trucking instructions and sales orders to release inventory from remote locations.
• Verify sales and purchase order information is accurate and pay vendors.
• Prepare credits, debits, and claims.
• Prepare job status and billing summary reports in Excel monthly.
• Reconcile customer accounts and In Transit (IT) balances after customer invoicing to ensure accurate financial records, resolve discrepancies, and support timely transaction processing.
• Provide back-up for other sales assistants as needed.
• Other duties as assigned.

Skills and Qualifications

• Proven experience in sales support, import/export business, including customs and brokerage information, and required paperwork is a plus.
• Experience in lumber or building materials preferred.
• Intermediate proficiency in Microsoft Excel.
• Demonstrated ability to work independently, prioritize tasks, and solve problems with minimal supervision.
• Exceptional organizational skills with keen attention to detail.
• Strong verbal and written communication skills for effective interaction with internal teams, customers, and vendors.
• Ability to multitask and manage frequent interruptions while maintaining accuracy and professionalism.
• Familiarity with accounts payable process for freight and supplier payments.
• Strong math aptitude.
• Fluency in Spanish or Portuguese is a plus.

Behavioral Competencies

• Self-motivated, proactive, and resourceful.
• Solutions-oriented with a strong sense of ownership.
• Flexible team player with a positive, customer-first attitude.
• Must be able to assert oneself in an effective manner.

Essential Mental and Physical Functions

• Regularly required to remain in a stationary position.
• Occasionally move about the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office machinery.
• Requires the ability to hear and speak effectively on the phone, and to use a computer and other electronic devices.
• Ability to understand, retain, and communicate routine, factual information.