Sales Assistant

JOB DESCRIPTION

Sales Operations • Logistics Coordination • Customer Service

About Pure Fresh

Pure Fresh is a grower, importer, and distributor of premium fresh berries and vegetables, serving leading retailers, wholesalers, and foodservice customers throughout North America. With production and sourcing operations in Guatemala and Mexico, Pure Fresh is committed to quality, reliable execution, strong customer relationships, and exceptional service.

Position Summary

The Sales Assistant supports the Sales Team by coordinating customer orders, transportation, delivery appointments, documentation, and day-to-day account activities. This role serves as an important link among customers, sales representatives, warehouses, carriers, procurement, quality assurance, and operations to ensure each order is processed accurately, monitored closely, and delivered on time.

The Sales Assistant must provide excellent and responsive customer service, maintain clear communication, and keep customers informed and taken care of throughout the entire order process. The ideal candidate is organized, proactive, detail-oriented, dependable, and able to work effectively as part of a team in a fast-paced fresh produce environment.

Key Responsibilities

Customer Service & Sales Support

• Provide daily administrative and operational support to the Sales Team.
• Remain available and responsive to customers, providing timely updates and ensuring they are informed and taken care of at all times.
• Maintain professional, proactive, and solution-oriented communication with customers, carriers, warehouses, vendors, and internal teams.
• Assist with customer inquiries, order changes, shortages, delivery concerns, claims, deductions, credits, rejections, and protections.
• Follow through on open items and help resolve issues promptly, calmly, and professionally.
• Support the Sales Team with customer follow-up, account coordination, reports, and special projects.

Order Management & Retail Platforms

• Enter, review, and process sales orders in Famous, including customer notes, pricing, specifications, and shipping instructions.
• Process orders for retailers and other customers in Famous and update internal tracking files and Google Docs.
• Update retailer platforms and confirm purchase orders in coordination with the Sales Team, including Retail Link, iTrade, OFX, and other customer systems.
• Process EDI invoicing through retailer and customer portals.
• Process order changes, additions, cancellations, and updates accurately and on time.
• Generate Purchase Orders, Carrier Confirmations, and shipping transactions in Famous.
• Enter freight, service, rejection, and other applicable charges accurately in Famous.
• Maintain organized electronic files for orders, Bills of Lading, carrier confirmations, manifests, Proofs of Delivery, and other supporting documents.

Transportation, Appointments & Shipment Monitoring

• Plan and coordinate domestic transportation for customer orders while monitoring freight costs and service requirements.
• Coordinate trucks and dispatch approved carriers based on order schedules and delivery requirements.
• Schedule and confirm warehouse pickup, receiving, and customer delivery appointments.
• Monitor all shipments from origin through final delivery using Locust Traxx and other shipment visibility or tracking systems.
• Follow up with carriers and warehouses to confirm loading, departure, transit progress, appointment status, and final delivery.
• Proactively communicate delays, appointment changes, temperature concerns, rejected loads, or transportation issues to customers and internal teams.
• Work with carriers, warehouses, and operations to address transportation problems and protect on-time delivery and product quality.

Operational Coordination & Reporting

• Follow all customer orders through completion and keep the Sales Team informed of status, changes, and potential risks.
• Coordinate with Procurement, Operations, Quality Assurance, Logistics, warehouses, and the Sales Team to support product availability and successful order execution.
• Monitor inventory availability, allocations, and potential shortages, and communicate changes promptly.
• Process rejections in Famous and capture all related charges and supporting documentation.
• Assist the Sales Team with claims, credits, customer adjustments, and account reconciliations.
• Prepare weekly customer reports and other internal reports as required.
• Maintain accurate records, spreadsheets, customer files, and operational documentation.
• Identify opportunities to improve processes, communication, accuracy, and customer service.

Required Qualifications

• Associate degree in Business, Supply Chain, Agriculture, Logistics, or a related field, or an equivalent combination of education and relevant work experience.
• Minimum of two years of experience in sales support, customer service, account coordination, logistics, transportation, or a similar office-based role.
• Strong computer skills, including proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to learn and work efficiently in ERP systems, retailer portals, databases, and shipment tracking platforms.
• Excellent written and verbal communication skills in English; bilingual English and Spanish preferred.
• Strong attention to detail, organization, and accuracy in order processing and documentation.
• Ability to manage multiple priorities, meet deadlines, and follow through with a high degree of reliability and accountability.
• Ability to apply basic mathematical concepts, including percentages, ratios, pricing, freight, and volume calculations.
• Ability to remain calm, professional, and solution-oriented in a fast-paced environment.

Preferred Qualifications

• Experience in the fresh produce, foodservice, retail, logistics, or supply chain industry.
• Experience using Famous ERP or a similar order-entry and inventory management system.
• Experience with retailer platforms such as Retail Link, iTrade, OFX, and EDI invoicing systems.
• Familiarity with Locust Traxx or other shipment monitoring and temperature-tracking systems.
• Experience coordinating refrigerated transportation, carriers, delivery appointments, and warehouse operations.
• Exposure to pricing, billing, credits, deductions, claims, short pays, or account reconciliation.

Core Competencies

• Excellent customer service and a strong commitment to keeping customers informed, supported, and taken care of.
• Excellent verbal and written communication skills.
• Strong team player who collaborates effectively across departments.
• Strong organizational and time-management skills.
• High attention to detail and accuracy.
• Proactive problem-solving and sound judgment.
• Sense of urgency, accountability, and dependable follow-through.
• Ability to work independently while contributing positively to the team.
• Flexibility and adaptability as priorities change throughout the day.

Work Requirements

• Office-based position at Pure Fresh's Pompano Beach, Florida office.
• Availability for weekend or after-hours shipment and customer follow-up when necessary.
• Willingness to support other areas of the business as operational needs arise.

This job description is not intended to contain a comprehensive list of all duties, responsibilities, or activities required for this position. Duties and responsibilities may change based on business needs.