Sales & Operations Administrative Assistant

Trossen Robotics is a growing robotics company in the Chicago suburbs serving universities, research labs, startups, and major companies working in AI and automation. They are looking for a highly organized Sales & Operations Administrative Assistant to support their Sales, Operations, and HR Manager with day-to-day business activities, focusing on customer support, order tracking, and administrative tasks.

Responsibilities:

• 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
• 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
• 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