Job Description

Job Title: Executive Assistant/Sales Representative

We are seeking a detail-oriented 3PL Matchmaking Support Specialist to join our team. This role provides critical support in connecting our clients with suitable third-party logistics providers. The ideal candidate will be organized, have good attention to detail, and possess strong communication skills to effectively coordinate between clients and logistics partners.

Key Responsibilities

1. Data Collection
- Intake Form Management: Thoroughly review client intake forms, identify missing information, and proactively reach out to clients to gather complete data necessary for successful matchmaking.
- Data Verification: Ensure all client information is accurate, complete, and properly entered into our systems for optimal matching results.
- Client Communication: Conduct professional phone calls with clients when necessary to clarify requirements, gather additional details, or explain the matchmaking process.
- Documentation: Maintain detailed records of all client interactions and information collected to ensure a comprehensive understanding of client needs.
- Data Organization: Structure and organize collected information in a way that facilitates efficient matchmaking and future reference.
2. Brand Matchmaking
- Profile Analysis: Carefully analyze each brand's scope of work, business requirements, and logistics needs to determine appropriate 3PL matches.
- 3PL Selection: Utilize our pre-built filtering system to identify the top three 3PL providers that best align with each client's unique profile and requirements.
- Match Distribution: Send client scope information to selected 3PLs and manage the initial response process to confirm interest from both parties.
- Double Opt-in Facilitation: Ensure both the client and potential 3PL partners confirm interest before proceeding with formal introductions.
- Introduction Coordination: Facilitate professional introductions between brands and matched 3PLs, including scheduling initial meetings and providing background information to both parties.
- Pipeline Management: Track and manage the entire matchmaking pipeline from initial intake through successful partnerships, maintaining clear visibility of all active matchmaking processes.
- Follow-up Protocol: Conduct systematic follow-ups with both brands and 3PLs after introductions to gather feedback, address concerns, and ensure continued engagement throughout the matchmaking process.
- Relationship Nurturing: Maintain regular contact with both parties to stay informed of progress and provide additional support as needed.

Qualifications
1. Excellent Written and Verbal English Skills
- Professional Communication: Demonstrate exceptional ability to craft clear, concise, and professional emails, reports, and other written communications.
- Articulate Expression: Possess the ability to clearly articulate complex logistics concepts in an accessible manner during client conversations.
- Active Listening: Display strong listening skills to accurately capture client needs and concerns during interactions.
- Presentation Skills: Effectively present information about potential 3PL partners to clients in a compelling and informative way.
- Proofreading Ability: Maintain high standards of accuracy in all written communications, with attention to grammar, spelling, and formatting.
2. Basic Knowledge of Salesforce
- CRM Navigation: Demonstrate familiarity with navigating Salesforce's interface and locating client information efficiently.
- Data Entry: Accurately enter and update client and 3PL information within the Salesforce platform.
- Record Management: Create and maintain comprehensive records of all client interactions and matchmaking activities.
- Report Generation: Pull basic reports from Salesforce to track matchmaking progress and success rates.
- Task Management: Use Salesforce tools to organize tasks, set reminders for follow-ups, and manage daily activities.
3. Highly Responsive and Capable of Working on Tight Deadlines
- Time Management: Effectively prioritize tasks to meet multiple deadlines while maintaining quality work.
- Quick Response Time: Demonstrate the ability to respond promptly to client and 3PL inquiries, typically within the same business day.
- Adaptability: Quickly adjust priorities when urgent matters arise without compromising overall workflow.
- Grace Under Pressure: Maintain professionalism and attention to detail even during high-volume periods or tight turnarounds.
- Proactive Approach: Anticipate potential delays or issues and address them before they impact deadlines.
4. Ability to Work Independently, with Strong Problem-Solving and Organizational Skills
- Self-Direction: Take initiative to manage daily tasks without constant supervision while staying aligned with team goals.
- Problem Resolution: Identify challenges in the matchmaking process and develop effective solutions independently when appropriate.
- Decision Making: Make sound judgments regarding potential matches based on established criteria and client needs.
- Organization: Maintain a structured approach to managing multiple client accounts and matchmaking processes simultaneously.
- Process Improvement: Identify opportunities to enhance efficiency in data collection and matchmaking procedures.
- Detail Management: Keep track of numerous details across multiple client accounts without letting important information fall through the cracks.

Day-to-Day Responsibilities:
A typical day for the 3PL Matchmaking Support Specialist might include:
- Reviewing new client intake forms and identifying information gaps
- Contacting clients via email or phone to gather missing information
- Updating client profiles in Salesforce with newly acquired data
- Analyzing completed client requirements to identify potential 3PL matches
- Sending client scope information to selected 3PLs and tracking responses
- Facilitating introductions between clients and interested 3PL partners
- Scheduling initial meetings between matched parties
- Following up with clients and 3PLs post-introduction to monitor progress
- Documenting all interactions and updating pipeline status in Salesforce
- Preparing status reports on active matchmaking processes
- Addressing any questions or concerns from either clients or 3PL partners
- Collaborating with team members on complex matchmaking scenarios

Join our team and contribute to our mission of delivering high-quality products and services through effective procurement and sourcing strategies