Job Description

About the Role

Gold Spectrum is a dynamic, fast-paced hemp processor based in Bristol, Tennessee. Our mission is to deliver high-quality cannabinoid products while supporting a high-performing, organized, and data-driven sales department. The Sales Assistant plays a critical behind-the-scenes role that supports our Sales Director, Sales Managers, Training Manager, and Sales Representatives. This role focuses on operational efficiency, customer management, CRM accuracy, internal communication, and keeping the sales pipeline moving smoothly.

This is not a sales-facing or lead-generating role. It is an internal operations, logistics, and account-support position that directly strengthens the performance of the entire sales team.

Key Responsibilities

1. Maintain, update, and audit all customer accounts in Zoho Books, including notes, communication logs, documents, invoice status, order history, and follow-up tasks.
2. Assist with order adjustments, corrections, returns, and coordination with fulfillment.
3. Organize routing, appointment scheduling, and route adjustments for sales representatives as directed by the Sales Director or Sales Managers.
4. Compile weekly account snapshots, customer activity summaries, KPI notes, and follow-up alerts for the sales leadership team.
5. Track and summarize customer service issues, order concerns, payment problems, or communication gaps, ensuring they are documented and relayed to the correct team member.
6. Maintain seamless communication coverage when a sales representative is unavailable, including relaying messages, logging updates, and monitoring urgent customer needs.
7. Support Cash & Carry operations when needed, including confirming arrival notifications, coordinating escorts, updating logs, and verifying completion and payment.
8. Ensure CRM, sales logs, appointment sheets, sample bag logs, and follow-up sheets are fully updated, standardized, and compliant.
9. Coordinate internally with fulfillment, accounting, HR, and sales leadership to ensure smooth operations.
10. Provide administrative support for internal sales projects, meeting preparation, reporting, document creation, and data organization.
11. Help maintain an organized, consistent, and efficient workflow so the sales team can focus fully on revenue-driving activity.

Who You Are

• A detail-oriented multitasker who thrives in a support-focused, operations-driven environment.
• An excellent communicator who keeps information flowing accurately between departments.
• Highly organized, consistent, and dependable, especially with CRM accuracy and administrative structure.
• Comfortable managing shifting priorities and supporting multiple stakeholders at once.
• Proactive and resourceful in anticipating needs, catching errors, and maintaining smooth processes.
• Familiar with CRM, ERP, invoicing, or account-management platforms, preferably Zoho Books.
• Capable of managing high volumes of accounts, documentation, and timelines with clarity and precision.
• Driven to support team success and maintain exceptional operational execution behind the scenes.

Benefits/Compensation:  Salary: $16.00/hour; Health insurance, Dental insurance, Vision insurance, Paid time off, and a monthly Product Allowance

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