Note: The job is a remote job and is open to candidates in USA. North Spore is a platform for mushroom cultivation, education, and wellness serving growers and functional mushroom consumers. The Sales Administrator manages wholesale order operations and account administration, including order processing, account setup, e-commerce site management, customer support, sales logistics, and outreach activities.
Responsibilities
- Input and manage wholesale orders received by EDI, email and/or phone, the Shopify B2B wholesale website, and Faire, in an accurate and timely manner
- Process orders through EDI for designated accounts and distributors
- Administer the commercial channel, including commercial customer relationships and all related order administration; note that the commercial channel runs on a separate ordering system from retail wholesale
- Investigate and resolve order issues in coordination with the sales team and the operations/fulfillment teams, initiating cross-departmental conversations and meetings as needed to bring issues to resolution
- Set up and maintain specific custom order-input and invoicing processes for accounts that require them
- Complete all necessary sales-related paperwork and documentation in a timely fashion
- Maintain and organize digital documents such as purchase orders, invoices, and contracts, keeping shared files in a clear, consistent structure others can navigate
- Review and approve new retail, commercial, and wholesale accounts and ensure all necessary documentation is complete
- Complete new item paperwork and account setup requirements for retail partners and distributors
- Set up drop-ship direct-to-customer wholesale accounts using the Shopify Collective app, and maintain processes with ongoing drop-ship direct-to-customer wholesale partners
- Coordinate sample setup for new account onboarding and sales outreach
- Maintain and correct pricing spreadsheets
- Own the Shopify B2B wholesale website in full — keeping products, pricing, content, and marketing materials current and managing the site day to day
- Keep catalog information up to date across ordering systems and customer-facing materials
- Manage and maintain North Spore's Faire storefront, keeping product listings, imagery, descriptions, and pricing current and consistent with our other wholesale channels, monitoring product performance, and overseeing the promotional and marketing levers available through the platform
- Support accounts with marketing materials
- Provide excellent customer service support to wholesale and commercial partners by answering phone calls and emails, resolving complaints, and answering questions
- Assist sales team with order fulfillment, logistics, and customer inquiries
- Manage retail acquisition campaigns using AI-assisted outreach platforms, and assist with other customer marketing efforts such as Faire campaigns and monthly newsletters
- Follow up with customers who haven't ordered in a while to re-engage them by phone and email
- Track and organize customer communications in the CRM to support outbound sales efforts
- Coordinate tradeshow preparation and logistics, including organizing sales and marketing materials, helping the team prepare for events, and ensuring all materials are produced and shipped on the necessary timeline; occasional attendance at tradeshows may be included from time to time but is not a regular expectation of the role
Skills
- Strong attention to detail and ability to multitask in a fast-paced environment
- Strong organizational skills, with a demonstrated ability to keep shared files, digital assets, email inboxes, and calendars accurate, current, and easy for others to reference
- Excellent communication skills, both written and verbal
- Strong time management and prioritization skills
- Comfortable communicating with customers directly by phone
- Proficient in Google Workspace, including Sheets, Drive, and Calendar, as well as Word
- Comfort learning and staying organized in a customer relationship management (CRM) platform
- Ability to work independently and as part of a team
- Prior experience in a similar sales administration or wholesale order operations role preferred
- Familiarity with growing mushrooms is a plus
Benefits
- 401k + employer match
- Health insurance
- Dental insurance
- Vision insurance
- Short and long-term disability (Long-term is employer paid)
- Life insurance (Employer paid)
- Accident and critical illness insurance
- Remote within the US or in-person locally in Portland, Maine
Company Overview