Inside Sales Administrative Assistant
Petrosmith, Houston, TX, United States
The Inside Sales Administrative Assistant (Exempt) provides advanced administrative, commercial, and coordination support to the Sales organization. This role owns key inside sales processes including quote and order administration, CRM/ERP data integrity, customer documentation workflows, and cross-functional handoffs with Engineering, Operations, and Project Management. The position requires strong independent judgment, prioritization, and the ability to drive timely resolution of order and documentation issues while supporting customer satisfaction and internal execution.
Key Responsibilities
Own and manage inside sales administrative workflows related to order intake, review, and processing, including accurate handling of customer purchase orders and commercial requirements. Prepare quotations and ensure timely entry/maintenance in the CRM; support sales staff with quote status, revisions, and follow-through. Coordinate the order review and change order process across business lines, ensuring proper documentation and internal alignment. Customer Documentation & Order Acknowledgements: Prepare and manage order acknowledgement packages (including Docusign workflows when applicable) and coordinate customer approvals and documentation exchange. Track and communicate order documentation status to internal stakeholders and customers, ensuring completeness and compliance with required commercial documents. Perform inside sales functions related to order entry such as entering orders, coordinating with PMs for sales updates, shipment schedules, and sales documentation. Receive and verify quotations and then into CRM. CRM data entry supporting the sales team. Review in-bound customer purchase orders for accuracy matching the commercial proposal. Coordinate the order review process and change order process across business lines. Assist with sending and receiving customer approval information. Coordinate with Petrosmith Engineering and Operations Teams to hand off the purchased commercial needs of the customer to Petrosmith stakeholders. Be a liaison between other departments to gather and action information to support sales efforts. Provide overall general sales coordination and support for sales staff. Gain knowledge of our product line, staying updated on new features and improvements. Identify and prioritize product improvements based on customer feedback and internal insights. Work closely with the sales to communicate customer needs and feedback. Support marketing strategies, tradeshow activities and travel arrangements. Support sales management with administrative tasks. CRM/ERP Ownership & Data Integrity
Serve as a key owner for CRM/ERP data entry and accuracy supporting the sales team, maintaining customer records, quotes, and commercial documentation status. Identify data gaps and implement improvements to ensure reporting accuracy and sales process consistency. Cross-Functional Coordination & Internal Handoffs
Coordinate with Engineering, Operations, and Project Management to hand off customer commercial requirements and ensure execution teams have the information needed to deliver. Validate and coordinate key order logistics inputs (freight, delivery dates, and shipment schedules) in collaboration with internal teams. Provide overall sales coordination and support for the sales staff, ensuring consistent communication and timely follow-up on open items. Prioritizes workload and resolves routine order/documentation issues independently; escalates exceptions with clear options and recommendations. (Exempt framing is an adjustment; not explicitly stated in the source.) Coordinates multiple stakeholders to meet deadlines and customer commitments. Work Environment & Physical Demands
Physical demands: While performing the duties of this job, the employee is required to walk; Sit; use hands to finger, handle objects, tools or controls; reach with hands and arms; balance; stoop; talk or hear. The employee may occasionally lift and/or move up to 50 pounds waist high. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus. Work Environment: While performing the duties of this job, the employee is exposed to ambient room temperatures, lighting and traditional office equipment as found in a typical office. The noise level in the work environment will require hearing protection when in the manufacturing shops. Frequently the employee may need to engage manufacturing workers in their work environment.
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Own and manage inside sales administrative workflows related to order intake, review, and processing, including accurate handling of customer purchase orders and commercial requirements. Prepare quotations and ensure timely entry/maintenance in the CRM; support sales staff with quote status, revisions, and follow-through. Coordinate the order review and change order process across business lines, ensuring proper documentation and internal alignment. Customer Documentation & Order Acknowledgements: Prepare and manage order acknowledgement packages (including Docusign workflows when applicable) and coordinate customer approvals and documentation exchange. Track and communicate order documentation status to internal stakeholders and customers, ensuring completeness and compliance with required commercial documents. Perform inside sales functions related to order entry such as entering orders, coordinating with PMs for sales updates, shipment schedules, and sales documentation. Receive and verify quotations and then into CRM. CRM data entry supporting the sales team. Review in-bound customer purchase orders for accuracy matching the commercial proposal. Coordinate the order review process and change order process across business lines. Assist with sending and receiving customer approval information. Coordinate with Petrosmith Engineering and Operations Teams to hand off the purchased commercial needs of the customer to Petrosmith stakeholders. Be a liaison between other departments to gather and action information to support sales efforts. Provide overall general sales coordination and support for sales staff. Gain knowledge of our product line, staying updated on new features and improvements. Identify and prioritize product improvements based on customer feedback and internal insights. Work closely with the sales to communicate customer needs and feedback. Support marketing strategies, tradeshow activities and travel arrangements. Support sales management with administrative tasks. CRM/ERP Ownership & Data Integrity
Serve as a key owner for CRM/ERP data entry and accuracy supporting the sales team, maintaining customer records, quotes, and commercial documentation status. Identify data gaps and implement improvements to ensure reporting accuracy and sales process consistency. Cross-Functional Coordination & Internal Handoffs
Coordinate with Engineering, Operations, and Project Management to hand off customer commercial requirements and ensure execution teams have the information needed to deliver. Validate and coordinate key order logistics inputs (freight, delivery dates, and shipment schedules) in collaboration with internal teams. Provide overall sales coordination and support for the sales staff, ensuring consistent communication and timely follow-up on open items. Prioritizes workload and resolves routine order/documentation issues independently; escalates exceptions with clear options and recommendations. (Exempt framing is an adjustment; not explicitly stated in the source.) Coordinates multiple stakeholders to meet deadlines and customer commitments. Work Environment & Physical Demands
Physical demands: While performing the duties of this job, the employee is required to walk; Sit; use hands to finger, handle objects, tools or controls; reach with hands and arms; balance; stoop; talk or hear. The employee may occasionally lift and/or move up to 50 pounds waist high. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus. Work Environment: While performing the duties of this job, the employee is exposed to ambient room temperatures, lighting and traditional office equipment as found in a typical office. The noise level in the work environment will require hearing protection when in the manufacturing shops. Frequently the employee may need to engage manufacturing workers in their work environment.
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