Position summary:
This position is responsible for performing general sales administrative tasks including entering orders, tracking projects, processing customer payments, preparing sales reports and maintaining logs and files.
Duties and Responsibilities:
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Assist Sales with administrative tasks.
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Enter customer orders and prepare quotations.
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Assemble Operation & Maintenance manuals.
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Track Job Award Follow-ups.
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Manage closed order/quote files.
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Coordinate various customer mailings.
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Maintain project log.
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Prepare daily sales reports and distribute to Sales Manager and Office Manager.
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Support Purchasing by checking Order Acknowledgments, entering ship dates, and matching paperwork.
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Match packing lists and pick tickets to corresponding invoices.
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Process credit card payments, daily cash receipts and deposits.
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Handle incoming or outgoing mail, packages, or deliveries.
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Answer incoming phone calls as required, including back up on lunch hours and vacation/sick time taken by others.
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Work with others as necessary on special projects.
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Perform other related duties as assigned by management.
Qualifications:
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High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.
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Computer skills required:
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Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general internet functionality required.
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Proficiency utilizing Enterprise software preferred (Prophet 21 by Epicor). Training can be provided.
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Other skills required:
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Excellent customer service skills with a strong desire to go above and beyond to exceed customer expectations.
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The ability to accurately assess customer needs, meeting quality standards for services, and evaluation of customer satisfaction.
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Communicating effectively verbally and in writing as appropriate for the needs of the audience.
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The ability to listen to and understand information and ideas presented by others, both verbally and in writing.
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The ability to express ideas and convey information clearly, simply and positively, both verbally and in writing.
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Strong organizational skills and attention to detail.
Competencies:
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Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
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Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
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Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
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Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
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Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Physical Demands and Work Environment:
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Frequently required to stand, walk, and sit.
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Continually required to utilize hand and finger dexterity.
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Occasionally required to climb, balance, bend, stoop, or kneel.
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Continually required to talk or hear.
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Continually utilize visual acuity to read technical information and use a keyboard.
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Occasionally required to lift/push/carry items less than 25 pounds.
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Specific vision abilities required by this job include: close vision; distance vision; depth perception and ability to adjust focus.