Sales Administrative Assistant

Position Summary

Seeking a driven and motivated Sales Administrative Assistant to join our local sales team. This position will be working out of a busy sales office near Union, NJ supporting sales engineers with our growing company. This is not a remote role.

• Nation’s leading manufacturer of commercial kitchen ventilation systems, now offering a complete solution of fans, heaters, ductwork and HVAC equipment.
• Leader in the industry for over 40 years with innovative technologies, unmatched service, competitive pricing, and rapid lead times.
• Mission: to provide the highest quality products and service to our users at the lowest possible price.
• Strong commitment to employee development, including sponsorship for Professional Engineering license and continuous education through weekly webinars and company-developed technical videos.

There is never a day you don’t learn something new at Captive Aire. I am able to learn something new due to the freedom to take on new tasks independently and problem solve. I love the mindset of continuous learning and pushing the bounds of your capabilities and knowledge. I love the people I work with and the environment, particularly in a world where remote work is common.

I love how Captiveaire is all about connections, with customers, coworkers, end users, and everyone in between. One of the things I appreciate most about Captive Aire is how strongly it embodies the entrepreneurial spirit. I’m empowered with the autonomy to manage my work independently, while also benefiting from the robust support and resources of a large, well-established company. Captive Aire is fast-moving and no-nonsense.

We operate differently than any other company that I've worked for with our decentralized structure. Quick action is taken when a good idea is presented. We are focused on end users where the rest of the industry is very short-sighted. We are on the front lines, actively changing the landscape of the HVAC industry.

A Sales Administrator role encompasses a wide variety of tasks where one day does not look exactly like the next. The projects our team handles are high in volume and unique from one another, spanning throughout the whole course of design, procurement, coordination, and post-sale support.

• Assisting Regional Manager and sales team with managing multiple projects simultaneously to ensure timely completion.
• Working with cross-functional teams to ensure efficient communication during projects.
• Fire system coordination including obtaining bids from various contractors, handling POs, and invoices.
• Following up with customers on past due invoices.
• Coordinating with project managers, subcontractors and other customers to streamline communication.
• Assisting with preparation of bids, proposals and contracts specific to projects.
• Managing and updating project documentation according to construction schedules and deadlines.
• Processing invoices for vendors.
• Handling shipping issues, coordinating with carrier and customer.
• Assisting with submitting warranty orders.
• Handling incoming calls and emails efficiently and professionally.
• Ordering office supplies as needed.

• Vendor subcontracting and coordination.
• Shipping specialist – managing freight issues, tracking, customer inquiries.
• General sales support as needed.
• Office management.
• Customer visit scheduling.
• Coordinate service requests, emergency situations, and scheduling.

• Associate or Bachelor’s degree preferred.
• Previous administrative support/office experience.
• Must have strong computer and organizational skills, including Microsoft Excel proficiency.
• Comfortable using Apple products.
• Familiarity with subcontracting and the construction industry a plus.

• Medical, dental and vision insurance.
• Disability & life insurance based upon election of medical insurance.
• 401(k) with employer match.
• Paid holidays.
• Paid time off (PTO) based upon tenure.
• Flexible spending account (FSA).

$55k‑70k annually, dependent upon experience, plus monthly bonuses based on productivity and profits.

Captive-Aire Systems, Inc. is proud to be an equal opportunity workplace. We review applications for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, citizenship, age, uniformed services, genetic information, physical or mental disability, medical condition, marital status, or any other basis prohibited by law. To qualify, applicants must be legally authorized to work in the United States.

At this time we are not able to consider applicants that require sponsorship, now or in the future, for employment visa status.