What are the responsibilities and job description for the Sales Administrator position at Harrison Energy Partners?
SUMMARY DESCRIPTION:
Support Harrison Energy Partners Sales department with equipment takeoffs, submittals, order entry, order tracking, and project management. Demonstrate total commitment to outstanding customer service experiences, coordinate a variety of events including internal and external personnel and customer events. Provides office support, orders office supplies, marketing materials, etc.
PRIMARY ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Working safely is our company’s number one business objective. It is the responsibility of each employee to comply with all safety and health requirements whether established by the company or by federal, state or local law. Each employee must be dedicated in his or her safety responsibility while conducting business. It will be a condition of employment that all employees are expected to work safely and contribute to the safety of others.
- Meet daily deadlines for plan and spec jobs.
- Order job equipment accurately.
- Make accurate job submittals.
- Handle phone calls from customers.
- Support outside sales customers when Outside Sales Associates are absent or unavailable.
- Coordinate and maintain up to date ship schedules with the factory, sales engineer, third party vendors & customers. Provide equipment summary with shipping information and updates daily to customers.
- Coordinate all closeout documents including up to date IOM’s to send to customers in a timely manner once all equipment has shipped.
- Ensure quality of data in documents transitioned to the service department. This includes all IOMs, PO for startup and Labor warranty, and startup checklists to prepare for startup.
- Manage bid report. Report all bid status updates in Bid Tracer.
- Enter, track and report all freight claims for New System Sales. Work with Daikin applied, Daikin North America and all shipping carriers and third party vendors to report, process and file claims on all lost and damaged equipment.
- Work with Daikin Applied, Daikin North America and third party vendors to Report, Process and track warranty claims.
- Coordinate with Accounting to set up customers to obtain credit job approvals. Communiate all credit requirements to customers.
- Coordinate with Accounting to ensure that all appropriate customers and jobs are being billed each month and invoiced correctly in a timely manner.
- Attend occasional customer site visits.
- Order all office supplies weekly to maintain stock necessary for each department.
- Work with the Marketing Department to keep stock of all Marketing Promo materials for the Springdale office. Including – Stationary, Letterhead, marketing related promo/customer items…etc.
- Coordinates a variety of events, both onsite and at other locations for HEP internal personnel and customer events for the Springdale office in a cost effective and timely manner – including facilities, catering and special equipment needs.
- Assists in coordination with customer visits to the office and other meetings.
- Creates computer graphic presentations upon request.
- Manage stocking for all Razorback Suite customer events (Basketball and Baseball).
- Perform any other related duties as required or assigned.
SECONDARY AND/OR NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
KNOWLEDGE/SKILLS:
- Must be willing to exceed customer expectations.
- Must have excellent organizational skills.
- Must utilize professional communication skills.
- Must be flexible and willing to reprioritize tasks daily.
- Must have above average attention to detail.
- Broad knowledge of such fields as sales, energy, marketing, business administration, or finance.
EDUCATION AND/OR EXPERIENCE:
High school education required. Additional education a plus. 5 years administrative experience required.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS:
State driver’s license, auto insurance, auto registration, acceptable driving record.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS:
None indicated.
SOFTWARE SKILLS REQUIRED:
___ Basic ___ Intermediate __X_ Advanced
Specific Programs and/or skills:
Advanced proficiency with Microsoft Office required. Strong competency with Excel and PowerPoint.
COMMUNICATION SKILLS:
Ability to effectively communicate information and respond to questions via e-mail, phone, in person-to-person, and in small group situations with customers, clients, general public and other employees of the organization.
WORKING AND/OR ENVIRONMENTAL CONDITIONS:
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Typical office environment. The noise level in the work environment is usually low.
PHYSICAL REQUIREMENTS:
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
While performing the functions of this job, the employee is regularly required to sit, talk or hear; frequently required to use hands to finger, handle, or feel; and occasionally required to stand, walk, reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; color vision.
TEAMWORK
- Demonstrate and promote a spirit of cooperation and teamwork throughout the company;
- Continually look for ways to improve our processes and ability to serve our customers effectively;
- Continually strive to improve personal performance. Take an active role in seeking training or other opportunities for growth and development.
BUSINESS BEHAVIOR & ANTITRUST
Do not discuss with competition (includes similar Service/Parts companies and manufacturing representatives).
- Company price, costs, profits, or terms of sale;
- Person or companies with whom William A Harrison Inc. will or will not do business;
- Geographical areas of operations.
CONFIDENTIALITY & CONDUCT
- Do not divulge any confidential personnel and/or corporate policy;
- Will not engage in gossip or other unprofessional conduct;
- May not make changes in his/her job description, standards of performance or quarterly objectives without consultation with your direct supervisor, manager or executive leadership.
