Assistant Sales Representative

JOB SUMMARY

We are looking for a detail-oriented Assistant Sales Representative to support our PE Division. This role involves assisting with project setup, sales documentation, invoicing, and coordination of various administrative tasks related to sales and project management. The ideal candidate will be proficient in MS Office, especially Excel, and will help ensure smooth communication and organization within the sales team. This position offers an excellent opportunity to grow within a company focused on machinery distribution, installation services, and advanced industrial technologies.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Create, input, and set up new projects, invoices, purchase orders (PO), and job records using ERP system (MS NAV)
• Generate and export logs and sales reports
• Organize and maintain electronic and physical filing systems related to the sales process
• Process account statements and advance request forms
• Write, translate, and distribute correspondence including emails, memos, letters, and forms
• Assist in the preparation of regularly scheduled sales and project reports
• Open and process Purchase Orders and Invoices
• Prepare and confirm sales quotations as needed
• Support vendor and customer registration input per Sales Representative requests
• Assist Sales Representatives on major projects, including product definition, delivery scheduling, report creation, data input, and material readiness
• Facilitate product change processes and coordinate engineering changes and product closeouts
• Assist in generating sales bids, cost summaries, sales forecast reports, and report reviews
• Input contract terms, purchase orders, and invoices into the system
• Assist with accounts receivable (A/R) and accounts payable (A/P) reports related to projects
• Support import/export customer clearance processes and assign Harmonized System (HS) codes
• Track deadlines, assign responsibilities, and monitor project progress
• Create and maintain comprehensive project documentation
• Perform other duties as assigned

DESIRED QUALIFICATIONS

• Bachelor's Degree in Management or a related field preferred
• Minimum of 3 months relevant professional experience
• Proficient in MS Office, with strong skills in MS Excel formulas and functions
• Basic understanding of engineering concepts, business, and materials management is a plus
• Excellent written and verbal communication skills in English; Japanese language skills are highly desirable
• Knowledge of manufacturing processes is advantageous but not required