Wholesale Sales Assistant

Job Type: Full-Time

Work Hours: Monday to Friday, 9:00 AM to 6:00 PM Pacific Time, with a 1-hour break

Salary: $1,200 per month

Job Overview:

We are seeking a detail-oriented Wholesale Sales Assistant to support our growing U.S. wholesale business. This role will serve as the primary coordinator for wholesale order documentation and ERP transactions while providing management with timely, accurate reports to support informed decision-making. The ideal candidate will be responsible for sales order documentation, pricing verification, ERP order entry, purchase order creation, and sales reporting, while collaborating with cross-functional teams to ensure efficient order processing and exceptional customer support.

Key Responsibilities:

Order Processing & Documentation
Create and maintain all required wholesale sales documentation.
Verify customer purchase orders for completeness and accuracy.
Create Sales Orders (SO) in the ERP system.
Create Purchase Orders (PO) in the ERP system as required.
Ensure all documentation complies with internal procedures before orders are released to Operations.

Pricing & Data Verification
Verify customer pricing against approved pricing lists and contracts.
Confirm that promotions, discounts, freight terms, and payment terms are accurately reflected.
Identify pricing discrepancies and coordinate with Sales Management to resolve issues before order processing.
Sales Reporting & Analytics
Prepare recurring sales reports for management.
Track wholesale sales performance by customer, channel, product category, and salesperson.
Maintain dashboards to monitor order status, shipments, backorders, inventory allocation, and sales trends.
Support management with ad hoc reporting and data analysis.

ERP & Process Support
Maintain accurate customer and order information within the ERP system.
Ensure data integrity across Sales Orders, Purchase Orders, inventory allocation, and shipping records.
Assist in developing standardized operating procedures and documentation.
Support continuous improvement initiatives to streamline wholesale operations.

Customer Communication & Support
Respond to wholesale customer inquiries and requests received through designated wholesale email accounts.
Provide timely updates regarding order status, product availability, shipping timelines, and documentation requests.
Coordinate with internal teams to resolve customer inquiries and ensure accurate information is communicated.
Escalate complex issues to Sales Management or the appropriate departments as needed.

Cross-Functional Coordination
Work closely with Sales, Operations, Warehouse, Purchasing, Customer Service, and Finance to ensure orders are processed accurately and shipped on time.
Communicate order status updates and resolve documentation-related issues promptly.

Required Skills & Qualifications:

1–3 years of experience in sales support, order management, customer service, operations, or a related role.
Strong Microsoft Excel skills, including Pivot Tables, VLOOKUP/XLOOKUP, and basic reporting.
Exceptional attention to detail and strong organizational skills.
Strong analytical and problem-solving abilities.
Excellent written and verbal communication skills.
Ability to manage multiple priorities in a fast-paced environment.
Experience using ERP systems such as NetSuite, SAP, Microsoft Dynamics, Acumatica, or similar platforms is preferred.

Note: An NBI or police clearance will be required upon acceptance of the job offer.

Sales Order Management (Wholesale)