Sales & Operations Administrative Assistant
Trossen Robotics – Downers Grove, IL
Full-time | On-site
Trossen 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 Do
Sales & Customer Support
- Respond to customer inquiries, order questions, and follow-ups
- Help prepare and send quotes, invoices, order documents, and related paperwork
- Support the sales pipeline by tracking leads, quotes, open orders, and follow-up items
- Maintain accurate customer and order information in our CRM and internal systems
- Help ensure customers receive clear, timely communication throughout the order process
Order, Production & Shipping Coordination
- Coordinate with production and shipping to track order status
- Help communicate lead times, delays, shipment updates, and customer needs
- Assist with shipping documentation, order records, and internal handoffs
- Keep sales, operations, and leadership informed when issues need attention
Administrative & Office Support
- Assist with basic bookkeeping, invoicing, payment follow-up, and recordkeeping
- Help maintain organized files, spreadsheets, customer records, and internal documents
- Provide support with HR, onboarding, office coordination, and general administrative needs
- Take on additional support tasks as the company grows
What We’re Looking For
- 1–5 years of experience in administrative support, sales support, customer service, office coordination, or operations support
- Strong organization and attention to detail
- Comfortable communicating with customers by email and phone
- Able to manage multiple open tasks without losing track of details
- Comfortable using spreadsheets, CRM systems, QuickBooks, or similar business tools
- Reliable, responsive, and willing to help wherever needed
- Professional, friendly, and calm when handling customer questions or internal follow-ups
- Someone who likes being the person who keeps things organized and moving
Helpful Experience
Experience with any of the following is helpful, but not required:
- Sales administration or sales support
- Quoting, invoicing, or order processing
- Customer onboarding or account coordination
- CRM systems such as Nutshell, HubSpot, Salesforce, or similar
- QuickBooks or basic accounts receivable support
- Shipping, logistics, production coordination, or service operations
- Office management or HR administrative support
Who This Role Is Best For
This role is a strong fit for someone who has worked as a:
- Sales Administrator
- Sales Support Specialist
- Operations Coordinator
- Customer Service Coordinator
- Office Administrator
- Administrative Assistant
- Account Coordinator
- Order Processing Specialist