Sales Support Specialist

Pay $20.00/hour
The regular schedule for this position is 8:00 a.m. - 5:00 p.m. Monday - Friday with some schedule flexibility required; overtime is also available.

Basic Function: Administrative and clerical functions to support critical sales programs and processes - ensuring accurate and timely execution.


Significant Responsibilities:
Performs specific job responsibilities:
• Job Maintenance Process - Ensure all data entry is accurate and consistent between a Customer P.O. and the quote and order acknowledgments.
o Visual comparison to identify inaccuracies and data errors
o Note errors and confirm corrections
o Confirm export compliance requirements via the established process to ensure steps to compliance are not missed.
• MDIS Administration - Oversee the administration and execution of all processes for customer participation in this Sales Program
o Accept, process, and track customer applications and provide certificates.
o Oversee customer renewal timelines to ensure that the renewal process is completed by the deadline.
o Complete and track additional paperwork related to the program, including associated extended warranties.
• Front Desk Administrative Assistant - Primary Backup
o Regularly scheduled to provide front desk coverage for breaks, meetings, special projects/events, PTO and/or unexpected coverage needs;
o Understand the phone system and manage calls quickly, correctly and professionally (as a first point of contact for customers);
o Oversee visitors and manage the security of the front entrance in accordance with formal processes (compliance with NIST 800-171) and in a manner that balances building security with a welcoming/professional front desk (includes registering visitors, providing and tracking visitor badge, checking identification and obtaining signed NDA's as needed).
• Handles administrative support functions as assigned and as needed
o Return Material Authorization (RMA) and Customer Complaint (CC) processes.
• Manage associated paperwork so as not to hold up the resolution process.
• Gather necessary data to complete associate forms for the resolution team
o Ship and Debit Programs
• Manage associated paperwork so as not to hold up the Finance process.
• Gather necessary data to complete associate forms for the Finance team.
o Provide other general administrative and clerical assistance to the Sales and Marketing teams (such as providing sales reports as requested based on given parameters; using data from ERP and CRM systems (Syspro) and data exported to Excel to create Sales reports, etc.
o Provides short term support or backup to other departments for simple functions as a means to free up experienced staff to complete high-priority tasks at times

Job Scope:
• Organizational Responsibility - Member of the Sales Operations Team who provides key support for the order entry process; provides support to other work teams
• Communication - Regularly communicates with all levels within the organization as well as visitors
• Confidentiality - A high level of confidentiality is required
• Financial Responsibility - Ensures order entry compliance with internal procedures and controls and SOX procedures
• Judgment - Operates independently and must complete work accurately; work will typically be reviewed by a supervisor within the department requesting support
• Compliance - Operates in a manner that is compliant with established processes and procedures (to include but not limited to Sarbanes Oxley)
• Travel - Limited if any travel

Minimum Qualifications Required:
Education: HS diploma; Associates degree preferred
Experience: 2-4 years- experience in an office or customer service environment performing administrative support
Other Minimum Qualifications: Attention to detail is required along with effective interpersonal, communication, and teamwork skills; intermediate knowledge of MSWord, MS Excel, and MS Powerpoint

Essential Skills, Abilities & Knowledge: Excellent oral communication with the ability to speak clearly and distinctly and to project a courteous and helpful attitude with callers and visitors. Ability to read and follow basic instructions, including quality procedures. Computer skills with experience using software packages. Math required and the ability to correctly complete all documentation. Ability to work in a team environment with minimal supervision. Close attention to detail with the ability to complete assignments accurately and recognize and help resolve problems.