Sales Administrative Assistant

Job Description

Job Description

Summary/Objective

The Sales Administrative Assistant performs a variety of clerical and administrative duties to support the Sales Team and the Branch.

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Always present a professional image to customers and vendors
• Establish friendly relations with customers and maintain ongoing relations with the customers
• Assist the sales team in providing quotes to the customer
• Enter sales orders into the Prophet 21 system
• Provide assistance and directions to walk-in customers and visitors
• Handle all incoming calls to the main line
• Perform billing duties as needed
• Occasionally remit payments for Will Call and Credit Card payments sent via email per customer request
• Enter purchase orders into the Prophet 21 system.
• Purchase material
• Expedite orders
• Compile Cert Packets for customers
• Schedule shipments
• Follow-up on shipped orders
• Help resolve customer issues
• Work with warehouse personnel to follow up on order status, aid in problem resolution, etc.
• Backup receiving
• Scan and link documents into the Prophet 21 system
• Balance Cash Drawer
• Order all office/overhead supplies
• Prepare Bills of Lading
• Contact shipping vendors to arrange daily pick-ups
• Document freight charges for invoicing

Competencies (Knowledge)

• Excellent computer knowledge with proficiency in database management and word processing
• Data entry skills
• Understanding of the sales process
• High energy level
• Ability to perform multifaceted projects in conjunction with day-to-day activities
• Excellent communication skills, both verbal and written
• Professional demeanor
• Resourceful, well organized, highly dependable, efficient, and detail-oriented
• Team player

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

This is a largely sedentary role. While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; bend, stoop, or squat; talk or hear; and taste or smell. Pushing, pulling, and lifting approx. 25 lbs. when working with product in the warehouse. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m.

Travel

No travel is required for this position.

Required Education and Experience

• High school diploma or equivalent.
• Two to three years' previous administrative experience.

Preferred Education and Experience

• Knowledge and experience with the Prophet 21 system

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.