Administrative Assistant — Sales & Operations Support

Overview We are seeking a highly organized and detail-oriented Administrative Assistant — Sales & Operations Support to support the sales team of a fast-growing US-based color cosmetics company. This role is responsible for the administrative and operational processes that keep wholesale and national retail accounts running smoothly, including invoicing, order processing, item setup, and retailer documentation.

The ideal candidate has experience supporting US-based businesses, is comfortable working inside ERP systems, and has strong attention to detail when managing product data and customer documentation. This role requires excellent organizational skills, strong Excel proficiency, and the ability to communicate professionally with US retailers, distributors, and internal teams.

Location: Remote Schedule: Monday–Friday, 8:00 AM – 5:00 PM EST (Non-negotiable) Reports To: Head of Sales

Key Responsibilities: -Create and issue customer invoices accurately within the ERP system. -Enter, update, and maintain sales orders while verifying pricing, quantities, and purchase order details. -Track customer orders from receipt through fulfillment and proactively identify discrepancies or issues. -Assist with credit memos, return authorizations (RAs), and deduction documentation. -Assign and maintain GTINs/UPCs using the GS1 US Data Hub. -Complete retailer and distributor new item setup forms and product onboarding documentation. -Maintain accurate product master data, including dimensions, weights, case packs, pricing, and product attributes. -Ensure item information remains consistent across ERP systems, GS1, and customer portals. -Prepare sales documents, account paperwork, line reviews, and pricing documentation. -Maintain organized customer records, contracts, price lists, and sales documentation. -Coordinate shipping documentation and routing requests with warehouse and third-party logistics (3PL) providers. -Respond to routine inquiries from customers, brokers, and retail partners. -Provide day-to-day administrative support to the sales team and assist with special projects as needed.

• 2+ years supporting a US-based company in an administrative, sales support, or order-entry role.
• Proven experience creating invoices and managing sales orders within an ERP system.
• Experience with GS1 US Data Hub or UPC/GTIN assignment.
• Strong Excel skills, including VLOOKUP (or equivalent), sorting, filtering, and spreadsheet management.
• Excellent written and verbal English communication skills for direct interaction with US retailers and brokers.
• Exceptional attention to detail and ability to maintain accurate product and customer data.

• Experience supporting national retail, drug, grocery, or mass-market accounts.
• Knowledge of retailer vendor portals and new item setup processes.
• CPG, beauty, cosmetics, or consumer packaged goods industry experience.
• Experience working with warehouses or third-party logistics providers.

• ERP system (invoicing), GS1 US Data Hub, Excel, retailer/distributor vendor portals, and standard office/communication platforms.