Sales Administrative Assistant

Duties and Responsibilities:

Accurately process and fulfill inbound customer orders in alignment with established priorities.

Collaborate with Account Executives to enter new sales orders into systems such as LeafTrade, Canix, and other relevant platforms, ensuring 100% data accuracy.

Validate inventory availability for incoming orders, allocate inventory to specific orders, and ensure accurate deductions in inventory tracking systems.

Partner with the Logistics team to coordinate outbound deliveries, including scheduling, communication of delivery windows, and timeline updates to Account Executives and customers as needed.

Assist in the creation of weekly ATS (Available To Sell) master menus by collecting current inventory data from operations teams.

Organize and maintain detailed product information including descriptions, strain lineages, potency levels, and terpene profiles to support menu creation and sales efforts.

Collaborate with the sales team to generate customer-specific menus tailored to client preferences and inventory availability.

Ensure invoice accuracy by reviewing and transmitting finalized invoices to wholesale customers and internal stakeholders.

Coordinate with the Accounting team to confirm that orders are only processed for customers in good standing.

Provide general administrative support to the sales department and assist with special projects as assigned.

Other duties as required to meet departmental and company goals

Education and Experience

Bachelor’s degree in Business, Marketing, or related field preferred; equivalent experience considered.

3+ years of experience in a sales support, administrative, or operations role, preferably in a regulated industry.

Strong proficiency with CRM and sales order platforms; experience with LeafTrade and Canix strongly preferred.

Excellent attention to detail and organizational skills; must be comfortable managing multiple priorities.

Strong interpersonal and communication skills, with a collaborative and customer-focused mindset.

Proficient in Microsoft Office Suite and Google Workspace tools.

Ability to maintain confidentiality and exercise sound judgment when handling sensitive data.

Time management and prioritization skills

Schedule flexibility when business needs exist

Advanced Microsoft Office Skills (strong Excel required)

The Sales Administrative Assistant is a critical member of the Sales Operations team, responsible for supporting the sales cycle from order intake through fulfillment. This role works closely with Account Executives and cross-functional teams to ensure a seamless customer experience, from accurate order processing to timely delivery and invoicing. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced, team-driven environment. In office role, working Monday through Friday in office. 800 am to 430 pm