Inside Sales and Office Assistant

Nanoscience Instruments; Phoenix, Northern (AZ, KY); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

401(k)

Health insurance

Health savings account

Life insurance

Paid time off

Referral program

Vision insurance

Job summary

Nanoscience Instruments, in Phoenix, seeks a detail-oriented sales support professional to manage our CRM database and coordinate internal operations. You will ensure data integrity, support the sales team, and facilitate seamless customer and employee experiences.

This role requires strong communication, organization, and adaptability to changing priorities, with the ability to work effectively with cross-functional teams in a fast-paced environment.

Qualifications

• Candidate must be legally authorized to work in the U.S. without sponsorship.
• Experience in inside sales support, office administration or customer service.
• Strong written and verbal communication with a customer-focused approach.

Responsibilities

• Keep CRM database current with opportunities, quotes, and notes from Salesforce.
• Update internal Salesforce records in real-time and maintain data integrity.
• Send introduction letters to new customers.
• Support sales team and assist with certificates of insurance requests.
• Complete supplier registration forms and manage portal submissions.
• Submit bids and proposals for multiple business units via portals.

Skills

MS Office

Written & verbal communication

CRM systems

Salesforce experience (preferred)

Tools

Salesforce

Microsoft Office Suite

Job description

Nanoscience Instruments specializes in the sale and servicing of advanced scientific instrumentation utilized by universities, research institutions, startups, government agencies, and military laboratories. Our diverse portfolio supports cutting edge research and innovation across a wide range of scientific and engineering applications. We foster an informal yet professional environment.

Position Overview

This position plays a vital role in supporting sales teams by managing our CRM database, coordinating internal operations, and facilitating seamless customer and employee experiences. It is central to maintaining operational efficiency, supporting sales, and providing outstanding logistical and administrative support across business units.

Come join our growing company if you are a detailed-oriented, proactive professional with strong communication and time management skills, who learns quickly, takes initiative, asks questions, adapts to changing priorities and wants to be the support our team depends on.

Job Type

Full Time

Work setting:

In-person

Role Responsibilities:

• Keep Supplier CRM database current with opportunities, quotes, and notes from Salesforce to maintain data integrity
• Update Internal Salesforce records in real-time and maintain data integrity
• Send introduction letters to new customers
• Support sales team internally and customer requests for certificates of insurance
• Complete customer supplier registration forms and manage portal submissions
• Submit bids and proposals for multiple business units through customer-specific portals and websites
• Maintain, organize, and stock the office and breakroom spaces
• Preventive maintenance on Keurig machines and air purifiers
• Help with office and computer accessories for new hires
• Work with IT Dept for new employee supplies and designated workspaces
• Periodically organize snack days and coordinate celebrations such as retirements and employee milestones
• Maintain internal calendars and communicate visit schedules to the Phoenix team
• Meeting and Special Event Coordination with Inside Sales & Office Administrator
• Set up and break down meeting rooms, tidy office spaces ahead of visitor arrivals
• Assist with ordering catering for customer meetings, company-wide lunches, and special events
• Arrange hotel pickups and drop-offs for employees and visitors
• Make group dinner reservations for out-of-town guests and supplier meetings

Qualifications

• Certification/Licensure: Candidate must currently be legally authorized to work in the U.S. without employer sponsorship now or in the future
• Experience: inside sales support, office administration, customer service or a related role. CRM systems; Salesforce experience (preferred)
• Knowledge, Skills, & Abilities: Microsoft Office Suite, excellent written and verbal communication skills with a professional customer-focused approach. Willingness to learn about our scientific instrumentation. Strong organizational skills with the ability to adapt to changing priorities

Why Join Us?

• Collaborate on impactful, interdisciplinary projects across the research and industrial landscape.
• Balance hands-on lab work with dynamic customer interaction.
• Work in a flexible, supportive hybrid environment with access to cutting-edge instrumentation.
• Grow with a company that values scientific integrity, innovation, and team development.
• 401(k)
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance