Branch Administrative & Sales Order Specialist

TEEMA; West Chicago (IL); On-site; USD 68,880,000 - 77,366,000; Full time

Job summary

TEEMA is seeking a Branch Administrative Assistant in West Chicago, IL, onsite, with a 8:00 AM–5:00 PM schedule and flex-time. The role focuses on administrative and operational support within a busy branch, including order processing, ERP data management, and coordination of shipments and documentation.

Candidates should have 3+ years in customer service and sales order processing, strong Excel skills, and familiarity with AP/AR and logistics.

Qualifications

• 3+ years of customer service experience.
• 3+ years of sales order processing experience.
• Strong Microsoft Office skills, particularly Excel.
• ERP experience; NetSuite preferred.
• Working knowledge of AP, AR, and collections.
• Familiarity with logistics and transportation processes.
• Strong communication, organization, and time-management skills.
• Ability to prioritize multiple projects and responsibilities.
• Preferred: Bachelor’s degree and project-management experience.

Responsibilities

• Process customer and sales orders, approvals, quotations, and pro forma invoices.
• Coordinate order fulfillment, shipments, project updates, and customer documentation.
• Support maintenance scheduling, contracts, customer communication, and reporting.
• Maintain accurate customer, equipment, and order information within the ERP system.
• Manage branch inventory, order parts, receive products, and support month-end physical inventory.
• Process warranty requests, rebates, commissions, sales splits, and internal transactions.
• Assist with accounts receivable, collections, and accounts payable activities.
• Prepare reports and operational data for branch and maintenance leadership.
• Maintain organized customer files and business records.
• Answer incoming calls and provide professional customer support.
• Coordinate office supplies, facility needs, and general office administration.
• Assist with onboarding new employees.

Skills

Customer service

Sales order processing

Communication

Organization

Time management

Prioritization

Education

Bachelor’s degree

Tools

Excel

NetSuite

ERP

Job description

TEEMA is seeking a Branch Administrative Assistant in West Chicago, IL, onsite, with a 8:00 AM–5:00 PM schedule and flex-time. The role focuses on administrative and operational support within a busy branch, including order processing, ERP data management, and coordination of shipments and documentation.

Candidates should have 3+ years in customer service and sales order processing, strong Excel skills, and familiarity with AP/AR and logistics.