Job Description

The Sales Administrative Assistant provides clerical and administrative support to our Inside Sales team. This position is responsible for order entry, maintaining accurate documentation, customer follow-up, and assisting with the day-to-day administrative needs of the sales team.

Duties and Responsibilities

Order Entry

• Enter all orders for sales rep which includes: purchase orders, production orders and transfers
• Review all orders entered against customers PO to ensure accuracy
• Return order to sales rep for review
• Email or fax order confirmation to customers
• File all orders at sales reps desk by ship date or next expedite date (required date should reflect in the system)
• Expedite all orders to ship on the previous day (first thing every morning)
• Expedite all purchase orders and production orders (2) days prior to the scheduled ship date
• Make note of any date changes on purchase order/production order, order and notify sales person
• Request production schedule for all project orders which consist of:
• Casting due dates, machining dates, test/assembly dates and ship dates
• All production schedules should be expedited weekly
• Notify customers of orders sitting in will call
• File all closed/shipped orders at sales reps desk
• Ensure email address for customer placing the order is in the Contact ID. Obtain missing information from customer and update in the system.

Quotes

• File all quotes for sales rep once a week.
• Source material for sales rep:
• Record the company contacted, phone number, contact name, price, and delivery
• Maintain sourced material notebook as back up to reference

Return Authorizations (RMAs)

• Enter all return authorizations for sales rep
• Return RMA to sales rep for review
• Email or fax RMA acknowledgments to customer and provide copy to the warehouse.
• File all RMAs at sales reps desk by expiration date listed on the RMA.
• Notify sales rep of expired RMAs and instruct warehouse to send cancellation notice.

Vendor Returns

• Enter all vendor returns for sales rep.
• Provide copy of suppliers vendor return and RGA to the warehouse.
• Attach vendor return to the back of RMA

Mill Test Reports

• Create all MTRs for each item sold out of the branch
• Link MTR into the doclinks

Miscellaneous

• Provide cut sheets, packing lists, tracking info, invoices, MTRs, weights & dimensions, etc. for your sales rep and /or customers.
• Offer additional assistance to sales rep when work load allows.
• Link customers order into doclinks
• Link production orders and transfers if they are scanned into the system under a SO number
• Run inventory reports on a weekly basis and send to Sheldon
• Maintain neat and organized work station
• Answer phones.
• Helps with processing UPS shipments.

Knowledge, Skills and Abilities

• Energetic, self-starter with ability to adapt to change in a highly dynamic work environment
• Outstanding written and verbal communication, presentation and time management skills
• Microsoft Office proficiency
• Ability to maintain a high level of activity, manage multiple competing priorities, and work effectively in a results-driven culture
• Develop strong product/price knowledge as well as customer knowledge

Education and Qualifications

• High School Diploma

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