Sales Coordinator

Sales Administrative Coordinator

East Hanover, NJ | $25–$28/hour |

This role is ideal for someone who enjoys coordinating customer visits, preparing samples and presentation materials, managing shipments, and keeping multiple administrative tasks moving smoothly. The successful candidate will be a strong communicator who can multitask, meet deadlines, maintain accurate documentation, and work effectively with Sales, Laboratory, Development, and Shipping teams.

Customer & Sales Support

• Coordinate logistics for customer and client visits, including:
  • Dinner reservations
  • Conference rooms
  • Visitor notifications
  • Catering and meals
• Prepare meeting rooms, including materials, refreshments, and audiovisual needs.
• Ensure conference rooms are cleaned, organized, and reset after meetings.
• Provide administrative support to the Sales team.
• Assist with special projects and other operational needs.

Sample & Shipping Coordination

• Request and obtain Safety Data Sheets (SDS) and Certificates of Analysis (CoA) for customer shipments.
• Complete shipping documentation, slips, and related paperwork.
• Work closely with Laboratory, Development, Sales, and Shipping teams to collect samples and required documentation.
• Prepare customer samples and ensure they are delivered to Shipping on schedule.
• Track outgoing shipments and maintain accurate records.

Customer Submissions & Presentation Kits

• Prepare customer submission kits, sample packages, and presentation materials.
• Create and print custom sample labels.
• Label, organize, and assemble samples for customer presentations and deliveries.
• Coordinate shipment of customer submission kits.
• Provide tracking information to Sales representatives and customers.

Sample Preparation & Organization

• Accurately label fragrance, product, and customer samples.
• Prepare and label fragrance blotters for customer evaluations, presentations, and internal reviews.
• Maintain organized sample inventory, storage areas, and labeling supplies.
• Ensure samples and customer submission kits meet company standards for accuracy, organization, quality, and presentation.

• Previous experience in sales administration, administrative coordination, customer service, sample coordination, shipping coordination, or a similar role.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Comfortable coordinating with multiple departments and external customers.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to handle shipping documentation and maintain accurate records.
• Professional and customer-focused approach.
• Ability to work independently while also being a strong team player.

Experience in any of the following environments is a plus:

• Fragrance or flavor
• Cosmetics or beauty products
• Consumer products
• Product development
• Laboratory environments
• Manufacturing
• Sample management
• Customer submissions
• Shipping/logistics

Zing Recruiting is dedicated to delivering candidates and client’s alike a great experience for each unique position. We specialize in finding dedicated professionals with the education, talent, and fresh perspectives – professionals at the top of their game. Professionals who have what it takes to be competitive and innovative in today’s market. We work to match candidates needs and requirements to our clients’ requirements and expectations. We work to find the right “fit” for both candidate and client.