Inside Sales Assistant - FF

Job Information

Job Title: Inside Sales Assistant
Department: Sales
Reports To: Inside Sales Manager
Location: Fotofab, Chicago, Illinois
Effective/Revision Date: June 2026

Role Purpose

The Inside Sales Assistant supports the sales and operations teams by ensuring accurate order processing, maintaining customer and order records, and facilitating communication between customers and internal departments. This role plays a critical part in delivering exceptional customer service while supporting the efficient flow of custom manufacturing orders from quotation through production and delivery.

Scope & Responsibilities

Key Responsibilities

• Perform assigned duties in accordance with documented procedures, work instructions, ISO 9001 requirements, and company quality standards.

• Accurately process customer orders for custom metal parts by entering detailed specifications into ERP and CRM systems.

• Review customer purchase orders, technical drawings, specifications, and documentation to ensure completeness and accuracy.

• Coordinate with engineering, production, quality, and purchasing departments to verify order feasibility and resolve discrepancies.

• Respond professionally to customer inquiries regarding order status, pricing, delivery schedules, and product information via phone and email.

• Prepare quotations, order acknowledgments, and sales documentation in collaboration with the sales team.

• Maintain accurate customer records, order files, and sales-related documentation.

• Track customer orders throughout the manufacturing process and communicate updates as needed.

• Perform data entry and administrative support tasks related to sales reporting, inventory management, and customer account maintenance.

• Assist with inventory record maintenance, pull inventory for customer orders, and communicate replenishment needs.

• Answer and direct incoming telephone calls to appropriate departments.

• Support continuous improvement initiatives by identifying opportunities to improve order processing and customer service workflows.

• Maintain confidentiality of customer information, company proprietary information, and controlled technical data.

• Comply with all company safety, quality, ISO, and ITAR requirements.

Work Experience & Skills

Education

• High School Diploma or GED required.

• Associate degree in Business Administration, Sales, Marketing, or a related field preferred.

Experience

• 1–2 years of experience in order entry, customer service, administrative support, inside sales support, or related functions required.

• Experience in a manufacturing, industrial, or B2B environment preferred.

• Experience working with ERP, CRM, or order management systems preferred.

Skills / Knowledge

• Strong attention to detail and commitment to data accuracy.

• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.

• Experience with ERP systems such as JobBoss, Acumatica, or similar platforms preferred.

• Experience with CRM systems such as Salesforce preferred.

• Ability to interpret technical drawings and manufacturing specifications or willingness to learn.

• Strong organizational and time management skills.

• Excellent verbal and written communication skills.

• Ability to prioritize multiple tasks in a fast-paced manufacturing environment.

• Understanding of customer service principles and professional business communication.

• Basic knowledge of inventory control and order fulfillment processes preferred.

Personal Attributes

• Dependable and self-motivated.

• Customer-focused with a positive attitude.

• Strong problem-solving and critical-thinking skills.

• Team-oriented with the ability to collaborate across departments.

• Adaptable and willing to learn new systems and processes.

• Professional demeanor with a high level of integrity and confidentiality.

Working Conditions & Physical Requirements

Work Environment

• Primarily office-based within a manufacturing facility.

• Frequent interaction with sales, engineering, production, and customer service personnel.

• Occasional visits to the manufacturing floor may be required.

Physical Requirements

• Ability to sit for extended periods while working on a computer.

• Ability to use standard office equipment, including computers, phones, printers, and scanners.

• Ability to occasionally lift up to 20 pounds.

• Ability to walk through manufacturing areas while adhering to all safety requirements.

• Occasional overtime may be required to support customer demands and production schedules.

Compliance Statements

Equal Opportunity Employer

Fotofab is an Equal Opportunity Employer: Disability/Veteran. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other protected status under applicable law.

ITAR Requirements

This position may include access to information that is subject to U.S. export controls. To conform to U.S. Government export regulations, applicant must be a (i) U.S. citizen or national, (ii) U.S. lawful permanent resident (green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158, or be eligible to obtain the required authorizations from the U.S. Department of State.

Employee Signature: _________________________ Date: ___________

Manager Signature: __________________________ Date: ___________

Human Resources: ___________________________ Date: ___________