Inside Sales / Order Processing
Location: Zwart Systems / AdeptAg
Beamsville, Ontario, Canada
Full-Time | In-Office | Monday–Friday | 8:00 AM – 5:00 PM
About AdeptAg
AdeptAg is the North American leader in turnkey design, automation solutions, irrigation systems, and services for controlled environment production. We partner with growers to deliver innovative systems that drive efficiency, productivity, and long-term success.
About the Role
The Inside Sales / Order Processing position supports customers and the Sales team throughout the quoting, order entry, and order fulfillment process. This role is responsible for responding to customer inquiries, preparing quotes, entering and validating customer orders, and coordinating internally to ensure orders are processed accurately and efficiently.
Working closely with Sales, Design, Project Management, Purchasing, Production, and Shipping, this position serves as an important link between the customer and internal operations. The role helps ensure pricing, product information, documentation, and order details are accurate before orders are released for fulfillment.
This position requires strong customer service skills, attention to detail, commercial awareness, and the ability to manage multiple customer requests and orders in a fast-paced environment.
Key Responsibilities
Inside Sales and Customer Support
- Respond to customer inquiries regarding products, pricing, availability, lead times, and order status
• Build and maintain positive relationships with existing customers through responsive and professional communication
• Assist customers in identifying appropriate products and solutions based on their requirements
• Provide follow-up on quotes, open orders, revisions, and customer requests
• Identify opportunities to support additional customer needs and communicate potential sales opportunities to the appropriate Sales team member
• Provide ongoing support to Outside Sales and other commercial team members as required
Quoting and Sales Support
- Prepare quotes for small to mid-tier customer orders using current pricing and product information
• Generate detailed part-based quotes using ERP data and provided parts lists
• Ensure quotes align with current pricing structures, margin expectations, and company standards
• Review customer requests for completeness and obtain clarification when additional information is required
• Maintain accurate records of quotes, revisions, and customer communications
Order Entry and Validation
- Accurately enter and process sales orders within the Genius ERP system for internal and external customers
• Review orders for completeness, pricing accuracy, correct part numbers, margins, and required documentation before release
• Maintain accurate ERP data and ensure orders are structured correctly for downstream departments
• Identify missing information, pricing concerns, or order discrepancies and resolve them proactively before processing
• Maintain ownership of orders from initial entry through release
Work Order and Process Coordination
- Generate and manage work orders, ensuring required documentation, notes, and attachments are complete and accurate
• Coordinate order requirements with Purchasing, Production, and Shipping
• Monitor order progress and follow up internally to help prevent delays
• Communicate changes and revisions promptly to affected departments
• Help ensure customer commitments and internal timelines remain aligned
Cross-Functional Communication
- Collaborate with Sales, Design, Project Management, Purchasing, Production, and Shipping throughout the order lifecycle
• Communicate order updates, revisions, and customer requirements clearly and professionally
• Work with internal teams to resolve product, pricing, documentation, or fulfillment issues
• Support continuous improvement of sales support and order processing procedures
• Assist with maintaining accurate documentation and consistent internal processes
The current JD specifically calls for coordination across Sales, Design, Production, Purchasing, and Shipping, along with proactive customer communication when order clarification is needed.
Performance Expectations
- Maintain a high level of accuracy in quotes, orders, pricing, and documentation
• Provide timely and professional responses to customers and internal teams
• Meet established turnaround times for quote preparation and order entry
• Demonstrate ownership of customer requests and orders from initial inquiry through release
• Communicate proactively to prevent delays, errors, or customer concerns
• Maintain a strong customer-service mindset while supporting company margin and pricing expectations
• Contribute to improvements that increase efficiency and reduce rework
Education and Experience
- High school diploma or equivalent required
• Post-secondary education in Business Administration, Sales, Marketing, or a related field considered an asset
• Previous experience in inside sales, order processing, customer service, sales support, or administrative coordination preferred
• Experience working within a manufacturing, greenhouse, irrigation, agricultural, or technical environment considered an asset
• Experience using an ERP system, with Genius ERP experience preferred
• Equivalent combinations of education and experience will be considered
Technical Skills and Competencies
- Strong customer service and relationship-building skills
• Strong attention to detail and commitment to order accuracy
• Ability to manage multiple customer requests, quotes, and orders simultaneously
• Intermediate proficiency in Microsoft Office, particularly Excel and Outlook
• Strong written and verbal communication skills
• Strong organizational and time-management abilities
• Analytical mindset with solid problem-solving skills
• Comfortable working with pricing, margins, part numbers, and product information
• Ability to work independently while collaborating effectively across departments
• Ability to manage changing priorities in a deadline-driven environment
• Customer-focused, professional, and team-oriented approach
These competencies build directly on the current JD's emphasis on organization, Excel proficiency, communication, problem-solving, and managing multiple competing priorities.
Compensation
- Competitive hourly rate based on experience
Why Join AdeptAg
- Be part of a respected and growing North American organization
• Work in a collaborative and customer-focused environment
• Gain exposure to both sales and operational processes
• Build relationships with customers while developing product and industry knowledge
• Contribute to an industry that supports essential food production
AdeptAg is committed to providing accommodations throughout the recruitment process in accordance with applicable accessibility legislation. If you require accommodation, please notify Human Resources and we will work with you to meet your needs.
This is to fill a current position.
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