Inside Sales Representative/Materials Coordinator

Materials Coordinator/Inside Sales Rep

The Materials Coordinator/Inside Sales Rep. position is responsible for order processing, picking, packing, and coordinating the flow of materials, parts, and assemblies according to production and shipping schedules. This position also requires sales and technical service support experience. These requests may be either by phone, portal, email, walk-in or fax; and include taking and keying orders, providing quotes, researching item availability requests, answering pricing questions, entering returns and credits, and ordering needed parts for our customers. This position plays a key role in internal and external customer service in regard to inbound and outbound material.

Material Coordinator Responsibilities include but are not limited to:

• Effective communications skills verbal and written
• Understanding of basic products and services
• Processing all sales order shipments in an efficient and timely manner. A timely manner is within 24 hours of receipt of pick ticket or item receipt from on inbound purchase order.
• Verifying the quantity and the description of the material being shipped matches what is printed on the packing slip
• Ensuring that all credit card orders are processed before material is shipped
• Ensuring that all product and material is shipped to the correct address
• Responsible for international shipments (inbound and outbound), including preparing packing lists, bills of lading, commercial invoices, and all other required paperwork; arranging and coordinating shipments with carriers; prepares import/export documents and packaging goods in accordance with established procedures and guidelines
• May need to calculate value of duties and tariffs due on transported goods
• Familiar with standard concepts, practices, and procedures related to import/export shipments
• Processing all receipt of goods in an efficient and timely manner. A timely manner is within 24 hours of delivery of material.
• Verifying the quantity and the description of the material being received matches what is printed on the packing slip.
• Advising purchasing of product returns for credit and any discrepancies in shipments for Purchase Orders.
• Providing configuration support prior to shipment
• Assist in managing the Will Call shelf by advising the Inside Sales representative if an order is left on the shelf for more than 5 days.
• Call couriers for pickup as needed, i.e. Hot Shot Delivery, FedEx, DHL, UPS, Freight Lines, etc.
• Ensure all inbound material is promptly and correctly routed, i.e. inbound purchases for orders vs. stock, inbound repairs, parts that should be routed to EPG, office materials.
• Assist in handling of customer sales returns. Inspect returned items for condition and advise if credit can be issued.
• Must support after hours emergency calls as needed
• Run mail through postage and drop outgoing mail in the mailbox on a daily basis
• Ensure all work areas are clean and organized including workstations, packaging area, stock area, dock area, and warehouse staging areas.
• Order appropriate amount of shipping and office supplies as needed.
• Perform cycle counts on a routine basis as directed by management
• Research and resolve discrepancies related to inventory
• Assist with annual physical inventory counts
• Report inventory discrepancies to management for review and / or adjustment.
• Identify and correct any unsafe conditions in the work environment
• Any other duties as assigned by management

Inside Sales Rep Responsibilities include but are not limited to:

• Enroll and successfully complete advanced leadership training
• Receiving and processing orders via telephone, email, and portal
• Providing order status and pricing information to customers
• Providing technical specification and recommendations
• Identifying problems and providing positive, productive solutions while utilizing basic problem escalation procedures
• Demonstrating initiative the ability to think, work and make independent decisions using sound judgement
• Partnering with Account Manager(s) to fully satisfy the needs of their key, target and maintenance customers
• Developing, establishing, and maintaining professional relationships with vendors to meet and support customer needs

Position Requirements

• High School Diploma or equivalent
• Computer literate and proficiency in Windows, E-mail, and an Order Management System.
• Ability to use Microsoft Word and Excel is a plus
• Ability to use common office equipment: phone, calculator, PC, etc.
• Self-starter that takes an initiative to get the job done, go beyond tasks that are routine, and with little or no direct supervision
• Excellent communication skills both verbal and written with Customers, Vendors, and Relevant Solutions personnel
• Desire to provide the highest level of customer service
• Ability to cross-train into other value add activities
• Must be able to prioritize work and keep accurate and detailed records
• Must have effective analytical, organizational and problem solving skills
• Ability to follow complex instructions and operating procedures

Physical Requirements

• Medium work: Exerting up to 50 pounds of force occasionally and/or up to 25 pounds of force constantly to move material for inbound and outbound shipping as well as into inventory.
• Must be able to use dollies and pallet jacks to safely move heavy material when required
• Must be able safely drive a forklift to load and unload trucks or move material around in the warehouse (training to be provided onsite)
• Must have good visual acuity