Order Processing Assistant Jobs in Gilroy, CA (NOW HIRING)

Join Our Team! (Remote Position)

Kitchen Armor is a kitchen centric company focused on the Hospitality Industries Restaurant Kitchen. Our company provides solutions ranging from hardware, software, professional services, and consulting services. We are the best in the business when it comes to kitchen performance and automation.

Our company is on the lookout for individuals who are driven, passionate, and eager to make an impact. If you’re a self-starter with a can-do attitude, we want to hear from you. We believe that the right team is the key to our success, and we’re looking for people who are not only highly skilled, but also collaborative and dedicated.

We are seeking a highly organized and detail-oriented Sales Administrator to support our growing team. This role is critical to ensuring the smooth operation of the sales process by managing CRM data, coordinating customer interactions, processing orders and contracts, and providing administrative support that enables our sales team to focus on building customer relationships and driving revenue.

If you thrive in a fast-paced environment, enjoy working behind the scenes to keep operations running efficiently, and take pride in accuracy and organization, we'd love to hear from you.

The Sales Administrator provides direct operational and transactional support to the sales organization, ensuring the accuracy and efficiency of the lead, opportunity, order, and contract lifecycle. This position serves as the operational backbone of the sales process by maintaining CRM data integrity, processing orders, administering contracts, and providing day-to-day support that enables the sales team to focus on revenue generation. The position qualifies for our quarterly discretionary bonus program

Key Responsibilities

Lead Management

• Initial qualification of incoming leads.
• Gather all qualifying information.
• Maintain and update qualifying information in CRM.
• Coordinate and schedule all Enterprise customer meetings and attend meetings to capture and document data.
• Convert leads to opportunities.

Opportunity Management

Assist in the sales cycle process.

• Schedule follow-up meetings and update CRM.
• Follow up on inquiries and obtain missing information.
• Help sales team stay on task with each opportunity.
• Receive and process all sales-related paperwork, including:
• • Sales investment analysis
  • Sales contracts
  • SaaS contracts
  • Master purchase agreements.
  • MNDA's
• Verify all information is correct and complete prior to processing.

Routine Reporting

• Prepare and distribute weekly, monthly, quarterly, and annual sales reports.

Sales Support

• Schedule required internal and external meetings.
• Manage calendars for the Enterprise sales team.
• Coordinate travel arrangements for the Enterprise sales team.
• Manage incoming and outgoing correspondence for the sales team. Maintain and organize CRM records.

Orders & Contract Administration

• Enter and process sales orders across all sales channels (enterprise, dealer/channel, mid-market, and e-commerce).
• Generate invoices.
• Manage payment processing and collections.
• Maintain the contract generator and investment analysis tools.
• Maintain current master purchase agreements, W-9s, and ACH banking information.

Required Qualifications

Education

• Bachelor's degree in Business Administration
• Equivalent combination of education and relevant experience may be considered.

Experience

• Proven experience as an administrative assistant, sales support coordinator, or in a similar role.
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Proficient in using office software and applications, including MS Office (Excel and Word).
• Experience with CRM platforms; ability to learn new sales and order-processing systems quickly.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and manage multiple deadlines in a high-volume, transactional environment.
• Exceptional interpersonal skills and the ability to work effectively with a diverse team.
• Knowledge of sales processes and terminology is an advantage.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Basic familiarity with invoicing, collections, or accounting support functions is a plus.