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Sales Assistant

Swim USA
New York City, New York (US)
$20-22/hour, annual bonus program, excellent benefits 1st of the month after 30 days of employment
Closing date
26 Jun 2023

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Job Details

Job Summary: 

To assist in the administration of sales to the Sales Team and Vice President.

Primary Duties and Responsibilities:

  • Sit in sales meetings and documents conversation, decisions made, photographs chosen styles and distributes info to all concerned parties.
  • Prep for meetings by gathering samples, prepping CAD sheets, etc.
  • Coordinate shipping, share tracking info and track packages to and from customers or meetings.
  • Document & recap internal meetings and distribute all necessary info to cross functional teams.
  • Communicate all order changes, discrepancies, confirmations, bulk adjustments etc. to Sales Support team.
  • Prepare CAD line sheets of buyers’ selections for select accounts.
  • Prepare and update organizational templates and tracking charts.
  • Maintain order log on weekly basis, analyze for checks and balances and address any discrepancies, follow up with sales support/allocations to stay on top of upcoming shipments.
  • Manage new account set ups requirements including set-up forms, vendor agreements, insurance documents etc.
  • Prepare and distribute weekly selling reports for all major retailers. Work with Product Manager and Shipping Manager to ensure compliance with all retailer requirements- packaging materials, tickets, packing etc.
  • Take the lead to help facilitate allocations calls and follow up to ensure issues discussed are resolved.
  • Complete retailer-specific requirements such as ecom item info, data entry into vendor portal, item info sheets etc.
  • Work with Product Managers to fulfill sample requests from accts, including ad and TOP. Maintain a “samples out” listing, keeping track of when samples were sent to accounts, and following up on samples for all deadlines (internal and external).
  • Work with marketing department to coordinate all vendor supplied photo details, photo shoots, AI images, graphics, etc.
  • Maintain marketing status recap and stay on top of providing all assets to customers by the deadlines.
  • Maintain calendar, schedule meetings as needed.
  • Running, formatting/organizing (with pivot tables) and analyzing reports.
  • Maintain and distribute up-to-date contact info for all retailers.
  • Research and validate all chargebacks that come to sales attention.
  • Maintain sample lines in showroom, ensure all samples are represented prior to sales meetings.
  • Create, distribute and follow up on Work Orders when inventory needs special handling at warehouse.


Education:    High School diploma required; Bachelor’s degree preferred

Experience:   A minimum of 2 years of sales experience in apparel related field preferred


  • Must possess computer skills (Microsoft Office Word, Excel, Outlook, etc.)
  • Must be fluent with Excel report design, pivot tables
  • Working knowledge of retail math

Working Conditions:  Hybrid (3 days per week in the office)

Travel:  Occasional travel required



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