Sales Support Specialist

Jacobs Stone Products Inc. (JSP) is a stone mining and fabrication operation dedicated to serving the natural stone building industry, and we are seeking an in-person Sales Support Administrator to assist our sales team and internal operations. This office-based role acts as a central point for communication and coordination among customers, sales, accounting, production/yard, and logistics, enabling salespeople to concentrate on relationship-building, project development, and company growth.

This position is ideal for someone who is organized, detail-oriented, and confident managing customer communication related to quotes, order entry, project coordination, invoices, and follow-up payment. Experience in stone, hardscape, building materials, or fabrication-support environments is strongly preferred.

Key Responsibilities

Customer Intake & Communication

• Answer and route inbound calls/emails; provide professional, prompt customer support.
• Collect key project details (job site, timeline, product needs, pickup/delivery requirements).
• Serve as a consistent point of contact for status updates, issue resolution, and follow-ups.
• Support high-touch customer experience for both internal and external customers.

Quotes, Order Entry & Documentation

• Prepare and maintain quotes, proposals, order confirmations, and support sales documentation.
• Enter orders accurately and completely (products, quantities, samples, delivery/pickup instructions, special handling notes).
• Support pricing updates, quote revisions, add-ons, and change-order documentation (as directed by Sales).
• Ensure required information is captured upfront (job names, PO numbers, tax-exempt documents, delivery notes, etc.) to reduce rework.

Invoicing, Accounts Receivable Support & Payment Follow-Up

• Assist customers with invoices, statements, account questions, and payment coordination.
• Identify accounts payable contacts and support past-due follow-up with professional reminders and documentation.
• Document communication (dates, promised pay dates, notes) so Sales and Accounting have visibility.
• Maintain clear role boundaries: support coordination but do not replace accounting authority.

Data Accuracy, Records & Reporting

• Maintain accurate customer, quote, and order records; ensure notes are complete and searchable.
• Track follow-ups to ensure timely resolution and reduce dropped balls.
• Create basic internal reports for Sales/Leadership (open quotes, orders by status, backorders, past-due follow-ups).

Administrative Support & Team Enablement

• Provide daily administrative support so sales representatives are not pulled into routine documentation and status calls.
• Support document organization, scanning/filing, customer paperwork, and internal coordination as needed.
• Contribute to continuous improvement by suggesting templates, checklists, and standard work to improve speed and accuracy.

Collaboration & Cross-Functional Communication

• Facilitate clear, timely communication between departments to resolve order, delivery, and invoicing issues.
• Coordinate with Accounting for payment status, documentation, and account follow-up.
• Work closely with Logistics and Yard Operations to confirm product availability, schedule pickups/deliveries, and relay special handling instructions.
• Participate in cross-functional team discussions to identify process improvements and support company-wide initiatives.
• Maintain accurate records of interdepartmental communications to ensure transparency and accountability.

Qualifications

Required

• Experience in sales support, customer service, office administration, order entry, or dispatch coordination preferred.
• Demonstrated ability to work effectively with cross-functional teams (e.g., Sales, Accounting, Logistics, Yard Operations).
• Strong phone etiquette and professional written communication.
• Highly organized; able to manage multiple priorities and follow-ups without dropping details.
• Comfortable working with invoices, statements, and payment coordination.
• Proficient with computers and standard business software (email, spreadsheets, order/invoicing systems).
• Dependable, professional, and punctual; thrives in an in-person team environment.

Preferred (Nice to Have)

• Proficient with Microsoft suite of products, including Outlook, Teams, One Drive.
• Proficient with QuickBooks.
• Experience in stone, hardscape, construction materials, fabrication, building products, or a yard/dispatch environment.
• Familiarity with quote-to-order workflow, job tracking, and change-order documentation.