Sales Administration Coordinator
KTJB, Miami, FL, United States
Location: Miami, Florida
Work Mode: On-site / Office-Based
KTJB focused on the management and development of exclusive luxury brands within the interior and lifestyle sectors. Activities include product design, sourcing, production, manufacturing, distribution, and licensing, with a strong emphasis on quality, craftsmanship, and brand integrity.
Operating through an established international network of partners, suppliers, and manufacturers, the company delivers refined products and experiences tailored to premium markets, combining creative direction with operational excellence.
Position Overview
We are seeking a highly organized, service-driven, and commercial Sales Administration & Client Service Coordinator to support the day-to-day operations of our Miami office. This role is central to the business and requires a strong B2B approach, with the ability to support architects, interior designers, decorators, retailers, and other professional clients with speed, accuracy, and professionalism. The ideal candidate combines strong administrative discipline with high-touch client service and a clear understanding of the standards, timing demands, and product sensitivity required in the luxury goods sector. The successful candidate will manage the full order lifecycle, support pricing and quotations, coordinate with buyers and producers, oversee ERP-related sales administration, and work closely with logistics, transport, and customs partners to ensure smooth execution from order entry through delivery and after-sales follow-up. Key Responsibilities
Serve as a primary point of contact for clients. Manage the full order flow from quotation and order entry through confirmation, invoicing, shipment coordination, delivery follow-up, and issue resolution. Work daily within the ERP system to create and maintain quotations, sales orders, client records, pricing details, order tracking, invoices, and related commercial documentation. Prepare and manage pricing proposals with a clear understanding of all underlying components, including product costs, margins, specifications, logistics considerations, transport, duties, and other commercial factors. Coordinate closely with buyers, producers, suppliers, and internal stakeholders to ensure product availability, production follow-up, order accuracy, and timeline alignment. Maintain close coordination with logistics providers, transport partners, freight forwarders, and customs contacts to support domestic and international shipments. Handle customer service matters including order updates, shipping delays, shortages, damages, returns, claims, payment follow-up, and resolution of client concerns. Support invoicing processes and assist with payment tracking and commercial follow-up as needed. Work hand in hand with sales, purchasing, production, logistics, and leadership teams to ensure a seamless client experience and strong internal coordination. Contribute to process improvement initiatives in sales administration, customer service, order management, and operational execution. Candidate Profile
Minimum 3 years of experience in sales administration, client service, order management, sales operations, or a similar B2B support role. Strong B2B experience, ideally working with architects, interior designers, decorators, retailers, distributors, or project-based clients. Experience in luxury goods, premium interiors, furniture, textiles, decorative products, fashion, or another high-end product environment. Strong administrative and organizational skills, with the ability to manage multiple orders, priorities, and deadlines with precision. Comfortable working in an office-based, fast-paced commercial environment with high standards of execution and presentation. Practical experience using an ERP system for quotations, order processing, client administration, and order follow-up. Solid understanding of pricing, commercial terms, invoicing, payment follow-up, logistics coordination, and after-sales service. Ability to work cross-functionally with buyers, producers, logistics teams, and company leadership. Excellent written and verbal communication skills with a polished, professional, and client-oriented approach. Strong problem-solving ability and a proactive mindset when managing time-sensitive requests and operational challenges. Product sensitivity and the ability to understand and communicate technical and commercial product details accurately. High attention to detail, reliability, and a strong sense of ownership. Preferred Qualifications
Experience handling international orders and coordinating with transport, freight, and customs stakeholders. Experience in project-driven environments where client deadlines and execution timing are critical. Familiarity with the service expectations and pace of the luxury market. Ability to manage claims, returns, shortages, and service recovery in a professional and commercially appropriate manner. Italian is a strong plus. Any additional language is also a plus. Customer service excellence Invoicing and payment follow-up Logistics and customs coordination Attention to detail Product understanding What Success Looks Like
Client requests are handled quickly, accurately, and with a high level of professionalism. Quotations, orders, invoices, and follow-up actions are managed with consistency and precision. Internal coordination between commercial, purchasing, production, and logistics teams is efficient and reliable. Order execution runs smoothly from initial request to final delivery and after-sales resolution. Architects, decorators, retailers, and other professional clients receive a service level consistent with a luxury brand environment. Operational issues are anticipated early, communicated clearly, and resolved effectively. Summary
This is an excellent opportunity for a hands-on, very detail-oriented professional who understands both client service and sales administration in a B2B luxury environment. The role requires someone who can combine structure, responsiveness, commercial awareness, and product sensitivity while acting as a reliable link between clients and internal teams.
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We are seeking a highly organized, service-driven, and commercial Sales Administration & Client Service Coordinator to support the day-to-day operations of our Miami office. This role is central to the business and requires a strong B2B approach, with the ability to support architects, interior designers, decorators, retailers, and other professional clients with speed, accuracy, and professionalism. The ideal candidate combines strong administrative discipline with high-touch client service and a clear understanding of the standards, timing demands, and product sensitivity required in the luxury goods sector. The successful candidate will manage the full order lifecycle, support pricing and quotations, coordinate with buyers and producers, oversee ERP-related sales administration, and work closely with logistics, transport, and customs partners to ensure smooth execution from order entry through delivery and after-sales follow-up. Key Responsibilities
Serve as a primary point of contact for clients. Manage the full order flow from quotation and order entry through confirmation, invoicing, shipment coordination, delivery follow-up, and issue resolution. Work daily within the ERP system to create and maintain quotations, sales orders, client records, pricing details, order tracking, invoices, and related commercial documentation. Prepare and manage pricing proposals with a clear understanding of all underlying components, including product costs, margins, specifications, logistics considerations, transport, duties, and other commercial factors. Coordinate closely with buyers, producers, suppliers, and internal stakeholders to ensure product availability, production follow-up, order accuracy, and timeline alignment. Maintain close coordination with logistics providers, transport partners, freight forwarders, and customs contacts to support domestic and international shipments. Handle customer service matters including order updates, shipping delays, shortages, damages, returns, claims, payment follow-up, and resolution of client concerns. Support invoicing processes and assist with payment tracking and commercial follow-up as needed. Work hand in hand with sales, purchasing, production, logistics, and leadership teams to ensure a seamless client experience and strong internal coordination. Contribute to process improvement initiatives in sales administration, customer service, order management, and operational execution. Candidate Profile
Minimum 3 years of experience in sales administration, client service, order management, sales operations, or a similar B2B support role. Strong B2B experience, ideally working with architects, interior designers, decorators, retailers, distributors, or project-based clients. Experience in luxury goods, premium interiors, furniture, textiles, decorative products, fashion, or another high-end product environment. Strong administrative and organizational skills, with the ability to manage multiple orders, priorities, and deadlines with precision. Comfortable working in an office-based, fast-paced commercial environment with high standards of execution and presentation. Practical experience using an ERP system for quotations, order processing, client administration, and order follow-up. Solid understanding of pricing, commercial terms, invoicing, payment follow-up, logistics coordination, and after-sales service. Ability to work cross-functionally with buyers, producers, logistics teams, and company leadership. Excellent written and verbal communication skills with a polished, professional, and client-oriented approach. Strong problem-solving ability and a proactive mindset when managing time-sensitive requests and operational challenges. Product sensitivity and the ability to understand and communicate technical and commercial product details accurately. High attention to detail, reliability, and a strong sense of ownership. Preferred Qualifications
Experience handling international orders and coordinating with transport, freight, and customs stakeholders. Experience in project-driven environments where client deadlines and execution timing are critical. Familiarity with the service expectations and pace of the luxury market. Ability to manage claims, returns, shortages, and service recovery in a professional and commercially appropriate manner. Italian is a strong plus. Any additional language is also a plus. Customer service excellence Invoicing and payment follow-up Logistics and customs coordination Attention to detail Product understanding What Success Looks Like
Client requests are handled quickly, accurately, and with a high level of professionalism. Quotations, orders, invoices, and follow-up actions are managed with consistency and precision. Internal coordination between commercial, purchasing, production, and logistics teams is efficient and reliable. Order execution runs smoothly from initial request to final delivery and after-sales resolution. Architects, decorators, retailers, and other professional clients receive a service level consistent with a luxury brand environment. Operational issues are anticipated early, communicated clearly, and resolved effectively. Summary
This is an excellent opportunity for a hands-on, very detail-oriented professional who understands both client service and sales administration in a B2B luxury environment. The role requires someone who can combine structure, responsiveness, commercial awareness, and product sensitivity while acting as a reliable link between clients and internal teams.
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