Timeless Seeds, Inc Inside Sales and Customer Service Representative (Inside Sales and Customer Service Rep) Ulm, MT · Full time Company website

Apply for Inside Sales and Customer Service Representative (Inside Sales and Customer Service Rep)

About Timeless Timeless began in 1987 when four organic farmers from central Montana — Bud Barta, Jim Barngrover, Tom Hastings, and David Oien — joined forces to be among Montana's first organic farmers. Knowing that they and other organic farmers needed viable cropping and market alternatives, they focused on pulse crops and introduced Black Beluga Lentils® to the natural products industry in 1994. Now in its forth decade, Timeless remains committed to regenerative agriculture, good health, and community development in Montana and beyond. Timeless was acquired in 2024 by Mad Markets, PBC.

INSIDE SALES ASSOCIATE, TIMELESS: JOB DESCRIPTION

ESSENTIAL SKILLS AND SCOPE OF THE ROLE 

The Inside Sales Associate will perform a wide range of customer-facing and cross-functional responsibilities, including: 

Customer Relationship Management 

• Serve as the primary day-to-day point of contact for an assigned portfolio of wholesale, retail, and foodservice accounts. 
• Maintain strong relationships with buyers, procurement teams, and key contacts at customer organizations. 
• Respond to customer inquiries promptly and professionally — including questions about product availability, lead times, pricing, and order status. 
• Monitor customer satisfaction and proactively surface issues or opportunities to the broader sales and operations team. 
• Support the renewal and retention of existing customer accounts by delivering a reliable, communicative, and personalized service experience. 
• Maintain accurate and up-to-date customer account information, contact records, and interaction histories in the company’s CRM and ERP system. 

Purchase Order Processing 

• Receive, review, and process incoming customer purchase orders with accuracy and urgency. 
• Verify order details against pricing agreements, product specifications, and inventory availability before confirming with customers. 
• Coordinate with the warehouse, logistics, and production planning teams to confirm order fulfillment timelines and communicate them clearly to customers. 
• Track open orders from receipt through delivery, proactively identifying and resolving any fulfillment delays or discrepancies. 
• Manage order amendments, cancellations, and returns in accordance with company policies and in coordination with the appropriate internal teams. 
• Ensure all purchase order documentation is accurate, complete, and properly filed within the company’s systems for audit and compliance purposes. 

Cross-Functional Communication & Internal Coordination 

• Act as the voice of the customer internally, translating buyer needs, deadlines, and preferences into actionable information for operations, logistics, quality assurance, and finance teams. 
• Collaborate with the production planning and procurement teams to communicate anticipated order volumes, seasonal demand patterns, and customer-specific requirements. 
• Partner with the quality assurance team to convey customer specifications and address any product quality concerns raised by accounts. 
• Coordinate with the accounting and finance team on invoicing, payment terms, credit holds, and account reconciliation as needed. 
• Participate in regular internal team check-ins to align on order status, inventory levels, upcoming shipments, and customer priorities. 
• Escalate customer issues, risks to fulfillment, or sales opportunities to the appropriate manager or team lead in a timely manner. 

Sales Support & Reporting 

• Assist the sales team with preparation of customer-specific proposals, on-boarding documents, and product samples. 
• Maintain accurate records of sales activity, order history, contract balances, and account status to support forecasting and reporting. 
• Contribute to the development and maintenance of standard operating procedures for order management and customer communication workflows. 
• Identify opportunities to expand product adoption within existing accounts and share relevant insights with the external sales team. 
• Support onboarding of new customers by coordinating account setup, communicating order procedures, and ensuring a smooth first-order experience. 

COMPENSATION, LOCATION, & REPORTING: 

This position will be based in Ulm, MT, with flexibility for partial remote work depending on experience and role fit. The Inside Sales Associate reports directly to the Facility Manager and works in close coordination with the sales, operations, and food safety teams. Competitive compensation commensurate with experience ranging from $45,000 – $58,000 annually (~$22–$28/hour). Current employee benefits include vacation leave, Holiday pay, sick leave, health insurance, SIMPLE IRA with employer 3% match, AFLAC, Flex savings, and limited life insurance with long-term disability coverage.

INCLUSION: 

At Timeless we recognize and appreciate that people are not all the same. We value diverse perspectives and diverse people. Timeless provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, religion, sex, sexual orientation, gender, gender identity, gender expression, gender expansion, national origin, ancestry, active military or veteran status, age, physical or mental disability, medical condition, and/or pregnancy status.