What are the responsibilities and job description for the Inside Sales/Purchasing Representative position at Multifab, Inc?
Job Description
Job Description
Description : Summary
The Internal Sales Representative is responsible for preparing quotes, answering customer inquiries, researching new product requests, and writing orders. They will also serve as a liaison between outside sales and customer service departments. The Inside Sales Representative is an early point of contact for prospective and existing customers who purchase a product or service that the business supplies. They respond to the most fundamental inquiries and promote customer satisfaction by reinforcing service features and benefits in a professional and agreeable style.
Confer with customers by telephone, email, or in-person to provide information about products and or services, take or enter orders, revise orders, inform purchasing, and / or obtain details of complaints.
Check to ensure that appropriate changes were made to resolve customers’ problems.
Keep records of customer interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions, are taken.
Resolve customer order complaints, pricing concerns, pick-ups, and credits. For billing issues, consult with AR.
Refer unresolved customer grievances to designated departments for further investigation.
Determine charges for service requested, collect deposits or payments, or arrange for billing.
Contact customers to respond to inquiries or to notify them of claim investigation results or any planned adjustments.
Solicit sales of new or additional services or products.
Essential Duties and Responsibilities
Inside Sales Representative Duties :
Create, process, and monitor sales orders
Professionally handle incoming requests from customers and associates to ensure orders are processed in a timely manner
Provide timely turn-around on all sales orders to insure adequate delivery of goods and services
Respond to customer and supplier inquiries about order status, changes, or cancellations
Contact Sr. inside Sales / purchasers and / or warehouse to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems
Purchasing Duties :
The Purchasing Coordinator is responsible for processing purchase orders and tracking inventory supply while collaborating with associates to ensure customer satisfaction.
Monitor and track the purchase order process
Ability to negotiate best vendor terms, pricing, and delivery based on a specific budget and schedule requirements
Prepare purchase orders and send copies to suppliers and to departments originating requests
Determine if inventory quantities are sufficient for needs, purchasing more products when necessary
Maintain working knowledge of purchasing policies, processes, and procedures (e.g., demonstrate a complete understanding of buying and pricing products)
Analyze trends in vendor pricing and sales activity to determine the correct timing of purchasing
Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems
Review purchase orders in order to verify accuracy, terminology, and specifications
Prepare, maintain, and review purchasing files, reports, and price lists
Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers
Calculate costs of orders and charge or forward invoices to appropriate accounts
Compare suppliers' bills with bids and purchase orders in order to verify accuracy
Locate suppliers, using sources such as catalogs and the internet, and interview them to gather information about products to be ordered
Maintain knowledge of all organizational and governmental rules affecting purchases, and provide information about these rules to organization staff members and to vendors
Prepare invitation-of-bid forms, and mail forms to supplier firms or distribute forms
Enter data to maintain the purchase order database
Other Duties :
Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers while following Company Confidentiality requirements
Utilize computerized data entry equipment and various word processing, spreadsheet, and file maintenance programs to enter, store and / or retrieve information
Manage time to determine priorities in order to effectively accomplish a broad range of activities
Continuously evaluate and identify opportunities to drive process improvements that positively impact the customer’s experience and partner with the manager on those process improvements ideas
Will learn and practice backup responsibilities for processes such as delivery logs etc.
Communicate in a professional, respectful, and courteous manner with all employees, customers, and others with whom we may work.
Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, high employee engagement, and the constructive exchange of ideas designed to meet or exceed the organization’s strategic goals.
Follow all Company Policies, Procedures, and Protocols
Other duties will be assigned during the course of employment.
Requirements : Qualifications
Ability to read, write, speak, understand and communicate effectively in the English language
Ability to handle complaints and unpleasant customers using decision-making and analytical abilities
Knowledge of MS Office (Word, Excel, Outlook, Access)
D. Strong organizational skills, strong attention to detail, strong interpersonal skills, and ability to professionally complete administrative tasks
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology
Ability to work independently on assigned tasks as well as to accept direction on given assignments
Ability to work collectively with team members
Highly developed sense of integrity and commitment to customer satisfaction
Professional appearance
Physical Work / Environment Requirements
Work is performed in an office environment (constant 67-100%) and requires seldom (0-10%) movement into a warehouse environment.
Physical Demand
Sitting : Constant 67-100% - Sit on adjustable computer chair at desk (may stand)
Standing : Occasional 11-33% - Intermittently stand on tile, carpet or cement floor
Walking : Occasional 11-33% - Walk among workstations on tile, carpet or cement floor
Heights / Ladders / Stairs : Seldom 0-10% - Use ladder to retrieve product from shelves
Twisting at waist : Seldom 0-10% - Twist to lift product / documents
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