Summary: This is a general administrative support role to the Sales Department. Reports to the Sales Manager and will perform general administrative duties as assigned. Provides telephone support for incoming calls and handles non-technical customer service calls. Provides administrative support with primary accountability to the customer and inside Sales and Calibration Services personnel.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Sales Support: Route incoming companies calls and handle incoming non-technical customer service calls including but not limited to order status, expedites, and commission issues. Transmit correspondence i.e., manuals, literature, transmittals; copying; scanning, filing; phone: intercept calls when sales person is out of their office and when possible resolving the request; some project management; research: job folders, change orders, calibration data, certifications, serial numbers, drawing requests, commissions; correspondence on behalf of the Sales Manager.
Lead Management: Process leads, forward to the representative network and file. Maintain leads summary data. Maintain master email list for distribution emails.
Order Processing: Responsible for processing orders through the sales department. This includes initial order entry, responsibility for commercial contract review, folder creation, delivery to production and resolving ‘hold’ status throughout process.
Literature: Maintain sales literature/collateral and notify Sales Manager when inventory is low, organize literature room, and fulfill literature requests as required.
Closed Orders: File closed sales order files generated by accounting. Responsible for organization of file storage and coordination of archiving.
Switchboard Operator: Act as the primary operator with the responsibility to direct calls to the person best suited to fulfill the customers’ request. Understand the basics of phone system for reporting trouble issues to phone hardware or phone service companies. Provide phone training for new hires.
Representative Maintenance: Maintains master file on contracted representatives. Updates rep contact, phone list, and master spreadsheet. Coordinates tasks necessary when issuing rep contracts and cancellations.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job any time. This job description does not constitute a written or implied contract of employment.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position requires the following skillset:
- Excellent oral and written communication skills
- Ability to work with other people within and outside the department
- Positive attitude
- Ability to take initiative to complete tasks successfully when given specific instructions
- Willingness to work overtime as necessary
EDUCATION and/or EXPERIENCE: Associates degree or equivalent relevant experience, and a minimum of two years customer service experience. Executive level administrative assistant experience is a plus. Experience providing support to multiple people in an organization is a plus. Experience in order entry in manufacturing environment a plus.
Must be able to type a minimum of 60 words per minute.
Requires proficiency with Microsoft Excel, Word, Access, PowerPoint, and Outlook software. Experience using Customer Relationship Management (CRM) software and/or ERP software is a plus. Intermediate skill level in Excel is a plus.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms, and talk or hear. The employee frequently is required to stand, walk, sit and bend or kneel.
The employee must be able to occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
EQUAL OPPORTUNITY EMPLOYER: Flow Technology is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, national origin, sex, age, status as a protected veteran, sexual orientation, gender identity or expression, or status as a qualified individual with disability.
Job Type: Full-time
- 401(k) & Roth 401(k)
- 401(k) Employer match
- Health insurance plans
- Dental insurance
- Vision insurance
- Disability insurance
- Employee assistance program
- Flexible spending accounts
- Health savings account
- Basic life insurance
- Supplemental life insurance
- Vacation & personal time
- Tuition reimbursement