Sales & Operations Administrative Assistant

Sales & Operations Administrative AssistantTrossen Robotics – Downers Grove, ILFull-time | On-siteTrossen Robotics is a growing robotics company in the Chicago suburbs serving universities, research labs, startups, and major companies working in AI and automation.We are looking for a highly organized Sales & Operations Administrative Assistant to support our Sales, Operations, and HR Manager with day-to-day business activity. This is a hands-on administrative and customer support role focused on helping customers, preparing quotes, tracking orders, coordinating with production and shipping, and keeping internal records accurate.This role can grow into a much larger position for those looking to build a career. Trossen Robotics is a quickly growing company and we love ambitious people who don't want just a job, but a career and enjoy building things.What You’ll DoSales & Customer SupportRespond to customer inquiries, order questions, and follow-upsHelp prepare and send quotes, invoices, order documents, and related paperworkSupport the sales pipeline by tracking leads, quotes, open orders, and follow-up itemsMaintain accurate customer and order information in our CRM and internal systemsHelp ensure customers receive clear, timely communication throughout the order processOrder, Production & Shipping CoordinationCoordinate with production and shipping to track order statusHelp communicate lead times, delays, shipment updates, and customer needsAssist with shipping documentation, order records, and internal handoffsKeep sales, operations, and leadership informed when issues need attentionAdministrative & Office SupportAssist with basic bookkeeping, invoicing, payment follow-up, and recordkeepingHelp maintain organized files, spreadsheets, customer records, and internal documentsProvide support with HR, onboarding, office coordination, and general administrative needsTake on additional support tasks as the company growsWhat We’re Looking For1–5 years of experience in administrative support, sales support, customer service, office coordination, or operations supportStrong organization and attention to detailComfortable communicating with customers by email and phoneAble to manage multiple open tasks without losing track of detailsComfortable using spreadsheets, CRM systems, QuickBooks, or similar business toolsReliable, responsive, and willing to help wherever neededProfessional, friendly, and calm when handling customer questions or internal follow-upsSomeone who likes being the person who keeps things organized and movingHelpful ExperienceExperience with any of the following is helpful, but not required:Sales administration or sales supportQuoting, invoicing, or order processingCustomer onboarding or account coordinationCRM systems such as Nutshell, HubSpot, Salesforce, or similarQuickBooks or basic accounts receivable supportShipping, logistics, production coordination, or service operationsOffice management or HR administrative supportWho This Role Is Best ForThis role is a strong fit for someone who has worked as a:Sales AdministratorSales Support SpecialistOperations CoordinatorCustomer Service CoordinatorOffice AdministratorAdministrative AssistantAccount CoordinatorOrder Processing Specialist