Sales Support Assistant

ARG is the longest continuously operating refinery in North America, dating back to 1881. Privately held, the employees and leadership pride themselves on offering competitive pay, a supportive culture of growth and learning, and generous benefits.

About the Role

The Sales Support Assistant provides comprehensive administrative and operational support to the sales team, acting as a liaison between customers and sales representatives while managing various systems, processes, and data.

Responsibilities

• Assists with arranging on-site customer visits, including on- and off-site meals, refinery tours, reserving meeting locations, preparing agendas, and meeting room preparations.
• Submits credits and rebills on behalf of the sales team as required.
• Submits Quality Deviation Reports (QDR’s) and Product Return Forms as required.
• Utilizes Customer Relationship Management (CRM) software to support the sales team and enters all PCN’s submitted through the CRM into the AS400 system.
• Assists the sales team with setting up new customers by providing necessary paperwork and ensuring all information is accurate and complete.
• Distributes industry-related reports to internal contact groups as required.
• Assists the sales team with shipping promotional giveaways, holiday gifts/cards, labels, and other miscellaneous items.
• Works with various members of the organization to thoroughly complete supportive tasks requested by the sales team.
• Provides assistance to and communicates with customers as necessary, acting as a liaison between the customer and sales representative.
• Processes sample requests through AS400; prepares and provides shipping paperwork to the Quality Lab for shipping.
• Organizes the annual sales meeting, including destination sales meetings when applicable.
• Executes sales control as requested by the business/product director/manager.
• Manages inventory availability and tracks drilling volumes daily for every drilling account.
• Manages third-party facilities for drilling products, including tracking orders, advising customer service on product moves, balancing spreadsheets, and addressing discrepancies.
• Manages third-party facilities for drums of XP-4104, including tracking orders, facilitating component and bulk shipment delivery as needed.
• Maintains multiple spreadsheets and databases with market data.
• Works directly with fuel customers to obtain necessary information needed to set up a new account in its entirety.
• Manages and implements daily pricing changes for fuels, including communicating new pricing to customers, submitting all PCN’s, and updating the AS400 with new rack and special agreement pricing.
• Files contract agreements as provided by upper management and/or the sales department.
• Acts as a backup to Blended Lubricant Sales Support as needed.
• Acts as a backup to the Fuels Product Manager, including sending special fuel pricing emails and text messages to customers and uploading pricing into customer-specific pricing portals.
• Acts as a backup to the Marketing Manager regarding mass price changes and index pricing as needed.
• Performs other supportive duties for the sales team as requested.

Requirements

• 1-3 years of experience.
• High school diploma or GED required; 2-year college degree preferred.
• Comprehensive knowledge of PC, Microsoft Office Suite, and Customer Relationship Management (CRM) software.
• Experience with sales administration and sales reporting.
• Successful completion of all company-mandated and/or job-related training programs.

Skills

• Meeting deadlines and focusing attention.
• Working independently and making independent judgments.
• Collaborating with a team.
• Effective communication, reading comprehension, and critical thinking/troubleshooting.
• Proficiency in seeing, speaking, hearing, sitting, walking/climbing, standing/reaching, listening, writing, driving, and keyboarding.
• Ability to push, pull, lift, or carry up to 35 pounds.

Benefits

• Health Insurance including Medical, Dental, Optical, and Prescription coverage.
• Health Savings Accounts & Flexible-Spending Plans (if qualified).
• Life, Accident, and Critical Illness Insurance options.
• Short- and Long-term Disability coverage.
• Escalating Paid Vacation Plans.
• Paid Holidays & Personal Days.
• Education & Employee Assistance Plans.
• Employee Stock Ownership Plan (ESOP) and 401(k) with company matching contributions.

Additional Notes

This position requires adherence to safety policies and procedures, including operating under Process Safety Management guidelines and the Refinery Conduct of Operations. Employees are expected to contribute to a Zero-Incident environment and uphold the company’s core value: “Safety is our Compass.”

ARG maintains an ISO-certified Quality Management System to meet customer requirements for product performance, safety, and service. Employees must operate under these guidelines in their role.

The company promotes ongoing training, mentoring, and performance reviews to support employee development. This is an external recruitment, and final selection will be based on qualifications and interviews.

Qualified individuals must be able to perform essential job functions with or without reasonable accommodations.