Sales Operations Coordinator

Entry-level role to support sales at an international food company outside San Diego. Japanese language/cultural skills a plus!

Build a strong foundation in sales operations while helping bring high-quality Japanese foods to customers across the United States.

About the Opportunity

Japan Gold USA is looking for a detail-oriented, dependable, and curious Sales Operations Coordinator to support the day-to-day flow of customer orders, communication, records, and account follow-up. This is an excellent entry-level opportunity for someone who wants to build practical business skills, learn how an international food company operates, and grow through hands-on experience across sales, operations, customer service, and administration.  The role is primarily conducted in English. Japanese language ability and familiarity with Japanese business culture are welcome and may be helpful when collaborating with colleagues and business partners, but they are not required.

Why Join Japan Gold USA?
Gain broad, hands-on exposure to sales operations, customer service, order management, accounts receivable support, logistics, and document control.
Learn within a collaborative U.S.-Japan business environment and support products with an authentic connection to Japan.
Work closely with multiple departments and see how customer needs, inventory, shipments, documentation, and deadlines fit together.
Build transferable skills in ERP systems, customer portals, Microsoft 365, reporting, process improvement, and AI-supported productivity tools.
Take on greater responsibility as your knowledge, confidence, and capabilities grow.

What You Will Do:
*Customer Orders and Service
*Process assigned customer orders accurately and on time across shared order channels, ERP systems, customer portals, and electronic sales channels.
*Create and maintain sales orders, invoices, credits, refunds, samples, statements, and supporting transaction records.
*Coordinate order details and status updates with customers and internal teams, including orders involving distributors, wholesale accounts, drop shipments, and international activity.
*Respond professionally to routine customer questions, identify discrepancies, and escalate pricing, inventory, compliance, service, or authorization issues when needed.
*Support fair-share allocation procedures when product availability is limited.
*Accounts Receivable and Deductions Support
*Assist with invoicing and account follow-up using the ERP system and SPS Commerce.
*Send approved customer statements and notices, and process authorized payments or account adjustments.
*Review, categorize, track, and help dispute customer deductions while maintaining clear supporting records.
*Escalate unresolved balances, deductions, or account discrepancies to the appropriate manager.
*Document and Records Coordination
*Help maintain organized, current operational and quality documents, forms, specifications, and supporting records.
*Track document ownership, revisions, approvals, effective dates, status, and review deadlines.
*Archive superseded documents and help ensure employees use the current approved versions.
*Organize electronic and paper records related to customers, suppliers, shipments, training, quality, and corrective actions.
*Follow up on missing, expired, or incomplete documentation and retrieve records for routine business needs, customer requests, internal reviews, and audits.

Team and Process Support:
*Work collaboratively across Sales, Operations, Finance, Quality, and other teams to keep orders, communication, and documentation moving.
*Provide workload coverage, assist with reporting and special projects, and contribute to practical process improvements.
*Learn established procedures, ask thoughtful questions, and flag recurring errors, workflow gaps, or opportunities to improve.

What Will Help You Succeed :
*Strong attention to detail, accuracy, follow-through, and pride in completing work correctly.
*A service-oriented mindset and professional written and verbal communication in English.
*Ability to organize priorities, manage multiple deadlines, and keep clear records.
*Comfort learning new systems and following defined processes while knowing when to ask for help.
*Sound judgment when identifying discrepancies, resolving routine issues, and escalating concerns.
*Working knowledge of Microsoft Outlook, Excel, and Word; willingness to learn ERP, customer portal, document-management, and AI-supported productivity tools.
*Interest in how sales, customers, inventory, logistics, finance, quality, and documentation connect.
*Japanese language skills or experience with Japanese culture are a plus, but not required.

Education and Experience:
*High school diploma or equivalent required. College coursework or a degree is welcome but not required.
*This is an entry-level role. Prior experience in order processing, customer service, administrative support, accounts receivable, document control, retail, food service, or a related setting is helpful but not required.
*Experience in food importing, manufacturing, distribution, wholesale, or a regulated environment is helpful but not required. We value aptitude, reliability, and willingness to learn.

Work Environment and Physical Requirements:
Work is primarily performed in an office environment using standard computer and communication equipment. The employee must be able to communicate by telephone and email, review documents on screen and in print, and work at a workstation for extended periods with reasonable position changes. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Other Duties :
This job description is not intended to contain a comprehensive listing of every activity, duty, or responsibility required of the employee. Duties and assignments may change based on business needs.

Health Insurance, Simple IRA with Employer Match, and Paid Time Off.  Hours Monday through Friday 8am to 5pm.