Sales Administrative Assistant - NDT

Position Summary:

Under the supervision of the General Manager, the Sales Administrative Assistant provides vital support to the global sales team from the sales & service quote preparation process through product delivery and service support.  The Sales Administrative Assistant is located in Guadalajara, MX and supports a team of people in the US, Mexico and Europe.  This person will provide additional support such as coordinating schedules, maintaining records, and facilitating communication between internal teams and clients. This role helps optimize the sales process by ensuring smooth day-to-day operations, allowing the sales team to focus on revenue-generating activities.

Position Responsibilities:

Support the NDT General Manager and global sales teams with day-to-day administrative tasks, including preparing quotes, power point presentations or other documentation, calendaring, travel arrangements, and other general administrative tasks as needed.

• Maintain and update customer databases, CRM systems, and sales-related documentation.
• Assist in the creation and distribution of sales proposals, contracts, and quotes.
• Process and follow up on purchase orders and invoices, ensuring timely completion.
• Administer and maintain the service inventory process to ensure timely equipment return to customers.
• Generate and maintain sales reports, including sales performance metrics, revenue tracking, and market analysis.
• Using CRM And ERP systems, monitor and compile data related to client accounts, sales figures, and key performance indicators (KPIs).
• Assist with post-sale activities such as follow-ups, issue resolution, and feedback collection.
• Ensure smooth onboarding of new clients and provide assistance during contract renewals.
• Manage customer satisfaction surveys metrics and voice of customer data collection.
• Calendaring: Arrange/coordinate meetings and manage calendars. Reserve conference rooms, arrange teleconferences. Assist in meeting preparation by providing agendas, coordinating event details, etc.
• Travel Arrangements: Using online travel tool and/or agency, provide flight options and book reservations, as needed. Follow-up to ensure travel needs are complete, correct, and confirmed (cars, hotels, flights, etc.).
• Assist in expense report processing and necessary VISA applications for Carestream employees.
• Review and support General Manager with approvals of contractor time, expense reports, invoices, etc.

Required Skills & Education:

• High school diploma and a minimum of 5 years of Administrative Assistant experience OR
  • Bachelor’s degree and 2 years of Administrative Assistant experience
• Fluent in English with both verbal and written communication.
• Proven experience in an administrative or sales support role desired but not required.
• Experience working with people from multiple cultures desired but not required.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) required.
• Excellent organizational and multitasking skills.
• Strong written and verbal communication abilities.
• Ability to work in a fast-paced environment and manage multiple priorities.
• Attention to detail and problem-solving skills.

Desired Skills:

• CRM software (e.g., Salesforce, SAP, C4C)
• Ability to query SAP for reports.