Are you highly organized, detail-driven, and energized by keeping systems running smoothly?
Ave Maria Press—a Catholic publishing house located in Notre Dame, IN, committed to setting hearts on fire through our work—is seeking an Inside Sales Coordinator who thrives in a fast-paced environment and takes pride in precision, follow-through, and exceptional customer service. This role plays a vital part in ensuring that the books and resources we publish move accurately and efficiently from order entry to shipment to invoicing, helping us serve schools, parishes, ministries, and readers nationwide.
You will act as a key connector between Sales, Inventory, Warehouse, Finance, Marketing, and major partners, including Amazon and national distributors. Your attention to detail directly supports our mission by ensuring operational excellence behind the scenes.
If you enjoy working with data, solving problems, and supporting both customers and teammates with professionalism and care—and want your work to contribute to a mission-driven publishing house—this role is a strong fit for you.
The ideal candidate is organized; responsive; comfortable working within ERP systems (currently SAGE 100), Amazon Vendor Central, and inventory databases; and capable of managing large data sets and complex customer orders. This individual provides exceptional customer service while ensuring operational precision and follow-through.
About Us
At Ave Maria Press, we believe in the transformative power of words to inspire, enlighten, and uplift. With a rich legacy of publishing high-quality, trustworthy Catholic content, we are dedicated to spreading messages rooted in the virtues of faith, hope, and love. We are seeking an Inside Sales Coordinator to support our sales efforts by strengthening customer relationships, enhancing the ordering experience, and helping connect our resources with the individuals and ministries we serve.
1. Organization & Team Support
Order Entry & Processing
Accurately input and process all non-website customer orders (e.g., phone, email, conference, and bulk orders)
Review large and complex orders for pricing accuracy, discounts, freight, and special terms
Release preorders; manage backorders, standing orders, and future ship dates using pick sheet flags and tickler files
Perform website order checks and reconcile discrepancies
Process and reconcile credits, returns, and damaged or incorrect shipments
Generate, email, and distribute invoices; conduct end-of-day invoicing and back-order release process
Approve and process RMAs; update Shipping Discrepancy Reports
Vendor & Portal Management
Process Amazon and Ingram orders through Vendor Central and iConnect
Enter all related transactions into SAGE
Monitor daily Amazon shipping and reporting
Process monthly consignment sales and inventory adjustments
Inventory & Data Management
Monitor inventory levels, outages, price changes, and out-of-print status
Coordinate inventory updates across bookstore, warehouse, and all departments
Maintain clean, accurate data in SAGE (e.g., customer and author accounts, billing adjustments)
Maintain tickler systems (e.g., RMAs, credit holds, future ship dates)
Run reports to identify irregular shipping or order issues
Flag stock concerns proactively for Sales and Operations
Department & Administrative Support
Support Sales Manager in daily operations and department workflow
Cross-train and serve as backup for other Sales Consultants
Process review copy requests and teacher support materials
Perform clerical tasks such as invoice processing, filing, and distribution of new titles
Cover receptionist duties when required (e.g., operator line, front desk, bookstore sales)
2. Product Knowledge & Sales Support
Attend and prepare for all marketing meetings regarding new titles
Participate in sales and marketing meetings to build product knowledge
Maintain strong working knowledge of all imprints and title availability
Understand pricing structures, promotions, distributor workflows, and vendor requirements
Provide accurate product information and alternative purchasing suggestions to customers and sales reps
Support trade store promotions and parish book specials
Monitor inventory and price changes to ensure correct communication to accounting
Stay current with industry trends, technology, and publishing developments
3. Customer Service & Account Support
Answer inbound customer calls and emails
Provide accurate information on pricing, availability, shipping status, invoices, and returns
Access order activity and sales volume data to resolve account issues
Develop and maintain positive relationships with bookstores, schools, parishes, distributors, and retail partners
Manage high-volume and time-sensitive customer concerns with professionalism
Proactively communicate delays, backorders, and order discrepancies
Qualifications
2+ years of experience in inside sales, order management, customer service, or sales support
Strong attention to detail with high data-entry accuracy
Experience working in ERP systems (SAGE 100 preferred)
Experience working in Shopify a plus
Experience with Amazon Vendor Central and/or distributor portals preferred
Proficient in Microsoft Excel and reporting tools
Capable of managing large data sets and high order volume
Strong written and verbal communication skills
Highly organized with ability to prioritize in a fast-paced environment
Self-directed with strong follow-through and minimal supervision required
Key Competencies
Exceptional attention to detail
Positive, can-do attitude
Systems oriented and process driven
Calm under pressure
Strong problem-solving ability
Clear communicator
Team player with ownership mindset
Balances speed with accuracy
What Success Looks Like
Orders are processed accurately and efficiently.
Inventory discrepancies are minimized.
Amazon and distributor orders are handled cleanly and on time.
Customers receive prompt, clear communication.
Large and complex orders move smoothly through the organization.
Internal teams experience strong support and reliable data.
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Position Details
This is a full-time hourly position. The expected work hours are 37.5 hours per week, between the business hours of 8:00 a.m. and 4:30 p.m. (ET), Monday through Friday.
This role is based in Notre Dame, Indiana. Candidates should be committed to being integrated into our company culture and contributing to our team’s success.
This role offers competitive compensation and a comprehensive benefits package, including paid time off and a 403(b)-retirement plan. Ave team members are part of a supportive company culture and contribute to a dynamic, mission-driven team committed to collaboration and innovation.
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Why Join Us?
At Ave Maria Press, your work is more than just a job; it’s a mission. We offer a vibrant, collaborative workplace where your contributions make a real impact. Enjoy a balanced workday, comprehensive benefits, and the opportunity to be part of a team that shares your passion for faith-driven content.
Ready to Apply?
We’d love to hear from you! Please send your resume and cover letter to Lisa Hanback at lhanback@nd.edu.
Work Authorization/Security Clearance: Must be legally authorized to work in the United States. We are unable to sponsor or take over sponsorship of an employment visa at this time.
Ave provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
