Sales Support Specialist — ERP, Orders & Customer Care

Little Bear Produce Inc.; Texas; On-site; USD 38,000 - 52,000; Full time

Job summary

Little Bear Produce Inc. is seeking a Sales Assistant to support the Sales team in managing customer accounts and order fulfillment. The role coordinates with warehouse, operations, logistics, and customers to ensure timely shipments and accurate pricing and inventory data.

You will maintain customer files, assist with onboarding, and ensure compliance with food safety and quality standards while supporting price changes and ERP data entry.

Responsibilities

• Enter and process customer orders accurately and timely
• Verify pricing, availability, and customer terms prior to confirmation
• Coordinate with warehouse and logistics to ensure timely shipment
• Generate invoices, credit memos, and adjustments as needed
• Communicate proactively with customers regarding order status, substitutions, or delays
• Maintain customer account files and documentation
• Monitor inventory levels and communicate shortages to sales team
• Assist in preparing sales reports, margin reports, and daily recap sheets
• Track claims, rejections, and quality issues; assist with documentation
• Support new customer onboarding documentation
• Maintain compliance with company food safety and quality standards
• Assist with contract pricing updates and seasonal price changes
• Ensure accurate data entry in ERP system
• Respond to customer inquiries within established service standards

Tools

ERP system

Job description

Description

1) PRIMARY PURPOSE: The Sales Assistant supports the Sales team in managing customer accounts, coordinating order fulfillment, maintaining accurate pricing and inventory information, and ensuring exceptional customer service. This role serves as a liaison between sales, operations, logistics, and customers to facilitate timely and accurate produce shipments while maintaining compliance with food safety, quality, and company standards.

1) ESSENTIAL DUTIES AND RESPONSIBILITIES:

a. Enter and process customer orders accurately and timely

b. Verify pricing, availability, and customer terms prior to confirmation

c. Coordinate with warehouse and logistics to ensure timely shipment

d. Generate invoices, credit memos, and adjustments as needed

e. Communicate proactively with customers regarding order status, substitutions, or delays

f. Maintain customer account files and documentation

g. Monitor inventory levels and communicate shortages to sales team

h. Assist in preparing sales reports, margin reports, and daily recap sheets

i. Track claims, rejections, and quality issues; assist with documentation

j. Support new customer onboarding documentation

k. Maintain compliance with company food safety and quality standards

l. Assist with contract pricing updates and seasonal price changes

m. Ensure accurate data entry in ERP system

n. Respond to customer inquiries within established service standards

2) NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

a. Assist with trade shows or customer visits

b. Provide backup support to other administrative roles

c. Participate in special projects or system implementations

d. Assist marketing with promotional materials when requested

e. Other duties as assigned by management

Requirements

1) QUALIFICATIONS:

a. Education / Certification / License(s):

i. High School Diploma or GED required

ii. Associate’s degree in Business, Agriculture, Supply Chain, or related field preferred

iii. Valid Texas driver’s license (if occasional travel required)

iv. Food Safety Awareness training (provided internally if not already certified)

b. Language: Bilingual English & Spanish. (Preferred)

c. Experience:

i. 1–3 years of admin., customer service, logistics, produce industry experience

ii. Experience in fresh produce, perishable goods, or food distribution highly preferred

iii. Experience with ERP systems or produce software (e.g., Famous, Produce Pro, S2K) preferred