Position Summary

The Sales Support role is responsible for maintaining accurate and organized sales documentation, assisting with customer orders, and supporting the sales and dispatch teams to ensure smooth operations. The role is essential to support organizational goals and model best practices, guided by our values of Excellence, Accountability, Transparency and Stewardship (EATS).

Job Duties and Responsibilities

• Maintain records for Bill of Lading (BOL), Phytosanitary Certificate, Compliance Quarantine Certificate (CQC), and Plant Protection & Quarantine Certificate (PPQ).0
• Enter and maintain customer orders and quotes using FAMOUS, GreenPoint, and the Contract List.
• Maintain and update customer sales records until shipments are completed and documentation is submitted to accounting.
• Update and maintain the Deposit Report with accuracy on a weekly basis.
• Handle all incoming and outgoing mail, calls, and office correspondence.
• Respond to customer inquiries via phone, email, and in person in a professional and timely manner.
• Receive customer payments and provide receipts via email or mail.
• Provide daily sales transaction documentation to Accounts Receivable.
• Follow up on and collect past-due deposits.
• Collaborate with the Shipping Department to coordinate inspections with the Ag Commissioner, CDFA, and USDA; ensure all paperwork is prepared in advance.
• Direct truck traffic for loading and unloading operations.
• Coordinate trucking arrangements for deliveries and pickups.
• Provide UPS tracking information to customers as needed.
• Maintain a clean, organized, and welcoming front office environment.
• Ensure office supplies are adequately stocked at all times.
• Assist with the preparation of the Nursery Planning Worksheet on a weekly basis.
• Maintain organized customer files, both physical and electronic.
• Performs other duties as assigned.

Skills and Abilities

• Strong organizational skills and attention to detail.
• Excellent communication skills and ability to work well in a team environment.
• Ability to follow directions, multitask, and adapt to changing priorities.
• Capable of resolving errors and handling administrative tasks with minimal supervision.
• Analytical and problem-solving abilities.
• Proficiency with office equipment (scanner, printers, copiers, etc.).

Preferred Qualifications

• High School Diploma or equivalent.
• 1+ years of experience in customer service.
• Intermediate level computer skills with Microsoft 365 (Outlook, Excel, Word).
• Bilingual verbal and written English/Spanish