Administrative Assistant - Inside Sales

Summary
The Administrative Assistant for the Inside Sales Department will perform a variety of administrative tasks. The primary function of this role is to assist the Inside Sales team by entering and expediting orders on a daily basis.

Duties and Responsibilities
Order Entry

• Enter all orders for sales rep which includes purchase orders, production orders, and transfers
• Review all orders entered against the customer’s PO to ensure accuracy
• Return order to sales rep for review
• Email order confirmation to customers
• File all orders at the sales rep’s desk by ship date or next expedited date (the 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 the salesperson
• Request production schedule for all project orders which consist of:
• Casting due dates, machining dates, test/assembly dates & ship dates
• All production schedules should be expedited weekly
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• Notify customers of orders sitting in will call
• File all closed/shipped orders at the sales rep’s desk

Return Authorizations (RMA’s)

• Enter all return authorizations for sales rep
• Return RMA to sales rep for review
• Email RMA acknowledgments to the customer and provide a copy to the purchasing team.
• File all RMAs at the sales rep’s desk by the expiration date listed on the RMA.

Vendor Returns

• Provide a copy of the supplier’s vendor return and RGA to the warehouse.
• Attach vendor return to the back of RMA

Miscellaneous

• Provide packing lists, tracking info, invoices, MTRs, weights & dimensions, etc. for your sales rep and /or customers.
• Offer additional assistance to the sales reps when workload allows.
• Maintain a neat and organized workstation.

Knowledge, Skills, and Abilities

• Energetic, self-starter with the 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
• 2-3 years’ experience in an inside sales support role
• Oil/gas industry experience is preferred