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Scalley Reading Bates Hansen & Rasmussen, P.C.
Salt Lake, UT | Full Time
$44k-56k (estimate)
1 Week Ago
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Administrative Assistant
$46k-58k (estimate)
Full Time | Business Services
3 Weeks Ago
AIV L.P. is Hiring an Administrative Assistant Near Salt Lake, UT
Job DescriptionSummary: The Administrative Assistant performs a variety of clerical and administrative activities to support our Inside Sales staff. The Administrative Assistant is responsible for ensuring the smooth flow of information and follow up for existing and prospective customers. This role will also serve as the customer service representative handling all incoming calls.
Duties and Responsibilities
Order Entry
AIV is an global master distributor of high-quality valves and actuators, selling through distribution only. AIV headquarters was established in 1991 as a resource for hard-to-find, exotic alloy and specialty valves, AIV has built a reputation as a premier master distributor in this arena, serving as a trusted resource for the oil & gas, refining, chemical, petrochemical, power, pulp & paper and water treatment industries. For more information, please visit: www.aivinc.com.
Duties and Responsibilities
Order Entry
- Enter all orders for sales rep which includes: purchase orders, production orders and transfers
- Review all orders entered against customer’s PO to ensure accuracy
- Return order to sales rep for review
- Email or fax order confirmation to customers
- File all order at sales rep’s 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 & ship dates
- All production schedules should be expedited weekly
- Notify customers of orders sitting in will call
- File all closed/shipped orders at sales rep’s desk
- Ensure email address for customer placing the order is in the “contact ID”. Obtain missing information from customer and update in the system.
- 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
- 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 RMA’s at sales rep’s desk by expiration date listed on the RMA.
- Notify sales rep of expired RMA’s and instruct warehouse to send cancellation notice.
- Enter all vendor returns for sales rep.
- Provide copy of supplier’s vendor return and RGA to the warehouse.
- Attach vendor return to the back of RMA
- Provide cut sheets, packing lists, tracking info, invoices, MTR’s, weights & dimensions, etc. for your sales rep and /or customers.
- Offer additional assistance to sales rep when work load allows.
- Maintain neat and organized work station.
- Answer and distribute calls
- Handle incoming and outgoing mail
- Update inventory based on put-away reports
- Other warehouse-office tasks as assigned.
- 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
- High School Diploma
- 3 years’ experience in an inside sales support role preferred
AIV is an global master distributor of high-quality valves and actuators, selling through distribution only. AIV headquarters was established in 1991 as a resource for hard-to-find, exotic alloy and specialty valves, AIV has built a reputation as a premier master distributor in this arena, serving as a trusted resource for the oil & gas, refining, chemical, petrochemical, power, pulp & paper and water treatment industries. For more information, please visit: www.aivinc.com.
Job Summary
JOB TYPE
Full Time
INDUSTRY
Business Services
SALARY
$46k-58k (estimate)
POST DATE
05/31/2024
EXPIRATION DATE
07/29/2024
WEBSITE
aivinc.com
HEADQUARTERS
HOUSTON, TX
SIZE
100 - 200
FOUNDED
1991
TYPE
Private
CEO
RAY COOK II
REVENUE
$50M - $200M
INDUSTRY
Business Services
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