Customer Service and Sales Assistant

Clerical And Administrative Support

This position is responsible for performing a variety of intermediate clerical and administrative work in support of Western Nevada Materials Sparks, NV office. Primary responsibilities include providing customer service and sales support to the Inside Sales team, processing sales orders, quotes, and submittals for ready-mix and aggregate products, intermediate payroll processing, intermediate accounts payable and accounts receivable processing, and maintaining various cost, sales, or production reports. This position does not supervise any employees.

Focus & Scope Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below:

1. Answers incoming customer calls and provides product information; assists customers with invoices, pricing, product, and other questions in a manner that is positive, professional, and clearly understood. Takes and completes customer orders and processes submittals, and enters product information into the company software program.
2. Processes quotes and orders generated by the Sales department; provides quotes for mix designs, PSIs, pricing, quantities, and terms to customers and the sales team. Maintains annual price lists and customer discounts.
3. Assists with Quality Control submittals for mix designs, ensuring product selections, job names, and customer information are accurate prior to sending to the customer.
4. Processes the flow of general paperwork related to sales, submittals, and bids; transfers information from operations reports and posts to Vista.
5. Researches and resolves billing discrepancies for customers; generates and processes credit memos and re-bills as needed. Edits delivery or sales tickets, verifies product amounts, and corrects errors as necessary prior to submission to Accounts Receivable. Opens accounts for new customers.
6. Tracks past-due invoices for collections and communicates with Sales Managers to resolve; collects and processes COD payments from customers.
7. Performs accounts payable functions, including entering and processing purchase orders and work orders.
8. Generates necessary reporting to track order totals and monitor COD and payment tracking; prepares weekly sales reports and other miscellaneous reports as needed by management.
9. Coordinates deliveries and logistics with the Plant Supervisor; may provide backup dispatch support for other office staff.
10. May perform or assist with the following functions:
• Timely state, federal, and government compliance reporting.
• Processing of timecards and related payroll functions, including payroll backup.
• Assisting with the accuracy and completion of Certified Payroll reports.
• Performing additional accounts receivable duties.
• Purchasing standard office supplies.
• Performing banking duties.
• Receiving, classifying, and routing incoming mail.
• Training coworkers on new processes.
11. Promotes a Zero Injury culture through personal adherence to all company safety policies and practices.

Relationships, Qualifications and Requirements, & Competencies Key Relationships Reports To:

• Operations Manager

Direct Reports:

• None

External Clients:

• Customers, Vendors, Refineries, Trucking Companies

Internal Clients:

• Accounts Payable, Payroll, Sales, Plant Operators, Employees

Role Qualifications & Requirements Education:

• A High School diploma or G.E.D., or an equivalent combination of training, education, and experience.

Experience and Industry Expertise:

• Two years of administrative experience, or one year of experience in customer service or a call center environment.
• Basic understanding of the ready-mix, aggregate, or construction industry is desired.

Specific Job Requirements:

• Successful completion of pre-employment drug, alcohol, and background investigation.
• Valid Driver's License.
• Must possess proficient computer software skills including Word, Excel, and Outlook.
• Must demonstrate the ability to learn department and industry-specific computer programs and systems such as Vista, Command, Apex, Track-It!, Kofax, or Kronos.
• Must possess intermediate mathematical skills including adding, subtracting, multiplying, dividing, and a basic understanding of fractions, percentages, and units of measure.
• Must possess a high level of customer service skills, including patience, courtesy, and phone etiquette, and be able to resolve basic to intermediate customer service issues.
• Must be able to maintain established records and files in accordance with operational or regulatory requirements.
• Must be able to prioritize and manage multiple assignments when assisting internal or external customers, and recognize when to seek assistance.
• Must possess the ability to preserve confidential and proprietary information and successfully avoid conflicts of interest.
• Must be able to clearly communicate and be understood, both verbally and in written form, by internal and external customers.
• Must demonstrate the ability to work in a team environment and maintain effective working relationships with all levels of staff and management.
• May require occasional travel to plant sites.

Competencies

• Building Relationships
• Conflict Resolution
• Listening
• Planning/Prioritizing
• Initiative
• Dependability
• Judgement/Decision Making
• Learning/Development
• Strong Communication

Equipment Used, Physical Demands, and Work Environment Equipment Used:

• General office equipment, telephone, automobile, personal protective equipment (i.e. safety glasses, hearing protection) when visiting plants.

Physical Demands & Work Environment: The physical demands and work environment characteristics 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.

• Physical: Sitting for long periods of time working on the computer or attending meetings. Job site visits require walking on uneven ground, steep slopes, and exposure to extreme temperature and/or humidity. Some lifting of materials and equipment up to 20 lbs. May require climbing of stairs.
• Work Environment: Typical office environment with adequate temperatures and lighting, low levels of noise. Demands of meeting tight deadlines. Exposed to the conditions of job sites which can include loud noise, dust, fumes, and extreme weather conditions prevalent at the time. May work various hours, including early mornings, dusk, or evenings