Job Description

Sales Support Administrator

Company Description:

As a leading ag tech company, Heliae strives to create a sustainable impact in the quality of our planet. Heliae is today's science-backed game changing brand that is 100% focused on a journey to delivering microbial-based products that can be used to change the world. Heliae Agriculture is on the path of understanding how a balanced soil microbiome improves overall soil health, structure, water and nutrient efficiency, and plant vigor and marketable yields, even under stressed conditions, thus helping growers' transition to more regenerative agriculture practices.

Website:

www.heliae.com

Title:

Sales Support Administrator

Department:

Sales

Updated

: 12/09/2025

Basic Function:

As a Sales Support Administrator, you will provide essential support to our Sales, Operations, and Executive teams. Based on-site at our Gilbert, AZ headquarters, you'll provide high-level administrative and organizational support that directly impacts sales performance, customer satisfaction, and revenue growth. Reporting to the Vice President of North American Sales, you will manage a variety of tasks that ensure efficient customer interactions, accurate recordkeeping, and smooth internal workflows. This role offers an excellent opportunity to build foundational skills in customer relationship management, administration, and cross-functional collaboration while working alongside a dedicated and collaborative team.

Reports to:

Vice President of North American Sales

Primary Responsibilities and Duties may include but are not limited to:

Answer customer inquiries and handle customer communications across multiple channels including phone and email interactions. Provide prompt, courteous, and knowledgeable support, ensuring customer satisfaction and retention. Accurately enter and manage customer orders in the system. Coordinate returns and credit memos in compliance with company policies. Address billing discrepancies and payment-related questions, collaborating with the Accounting team to ensure timely resolution. Process and track customer complaints and troubleshoot issues. Work with other departments to provide timely and effective resolutions. Compile and provide tonnage data to assist the Product Development team. Gather and consolidate monthly sales forecasts from sales team. Prepare summary reports for senior management to support strategic planning. Verify invoices submitted by Canadian sales reps for accuracy and completeness prior to final submission. Maintain detailed records of customer incentive programs, including rebates, discounts, and promotional offers. Coordinate and prepare for customer site visits. Review sales team expense reports for accuracy, policy compliance, and proper documentation. Submit approved reports to Accounting for reimbursement processing Maintain and update customer records and case notes in a Customer Relationship Management (CRM) system, ensuring data accuracy. Perform a variety of administrative tasks including managing a shared inbox, scheduling meetings, preparing internal and external documents, and supporting departmental projects as needed. Work directly with other departments, such as sales, accounting, and logistics, to meet customer needs.

Qualifications:

Prior experience in a customer service or administrative role. Proficiency in CRM software (e.g., HubSpot, Salesforce, Zendesk), Microsoft Office Suite, QuickBooks and general office tools. Strong verbal and written communication skills. The ability to think critically and find creative solutions to customer problems. Excellent attention to detail and the ability to multitask and prioritize effectively in a fast-paced environment. Patience, a positive attitude, and adaptability.
Heliae is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. The company is pleased to provide such assistance, and no applicant will be penalized as a result of such a request.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Parental leave Vision insurance
Work Location: In person