Customer Service Administrative Assistant

POSITION SUMMARY

The Administrative Assistant facilitates the efficient operation of the customer service and sales departments by performing a variety of clerical and administrative tasks.

Provides support and acts as a liaison to the sales and/or service function to ensure customers receive accurate and timely information. This position may also assist with developing and implementing new processes and procedures to create efficiencies and provide value added customer service.   

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide back-up internal support to sales and/or service team; act as liaison and point of contact for customer
• Set up new customer entries
• Maintain records in ERP and other documentation systems; ensure data integrity
• Respond to customer inquiries regarding pricing, availability, order status, etc.
• Serve as the liaison between sales/service team and other internal organizational departments; ensures all customer documentation is processed accurately and in a timely manner
• Ensures adherence to all order process policies and procedures
• As needed, reviews sales/service orders and proposals for accuracy, documentation, and clearance
• Prepare trackers, manage leads, and compile results of appointments and sales orders; follow-up with sales or other departments as necessary
• Generate and prepare reports
• Oversees, reviews, and drafts invoices, standard proposals, work orders, and other documentation; ensure product, service, specifications, pricing and agreed upon terms are accurate
• Gather documentation and maintain job order file
• Participate in planning meetings with leadership to clarify customer requests and feasibility of order
• Other duties as assigned

SUPPORTIVE FUNCTIONS AND RESPONSIBILITIES

• Communicates with internal/external customers to obtain needed information
• Notifies appropriate individual promptly and fully of all problems and/or unusual matters of significance.
• Attends all appropriate meetings and training sessions.
• Always promotes and applies teamwork skill
• Maintain regular attendance
• Other duties as assigned

PURCHASING AUTHORITY LEVEL

None

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required to perform this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High School Diploma 
• At least 2-4 years of experience

Experience and Skills

• Excellent communication skills, including ability to listen, speak and write to a variety of audiences
• Proficient in Microsoft Office Suite (Excel, Word, etc.) with an ability to create spreadsheets and documents proficiency
• D365 knowledge and experience is preferred
• Ability to maintain high level of accuracy and strong detail-orientation
• Excellent organizational skills with a high level of accuracy/ thoroughness
• High degree of professionalism, confidentiality, and discretion
• Demonstrate an ability to learn and understand systems quickly
• Ability to change priorities quickly, work effectively under time constraints and contribute to the team effort required
• Ability to multi-task and manage competing priorities
• Ability to prioritize work and adapt to new assignments and deadlines in a fast-paced environment required
• Possesses good interpersonal skills in order to work effectively within a team environment required

Physical Requirements

To successfully perform the essential functions of this job, an individual must be willing and able to

• Sit at a desk for extended periods of time.
• Work on a laptop and computer with success for extended periods of time
• Move about the office and factory with occasional walking, sitting, lifting, bending, stooping and reaching.
• Dial, hear and respond to telephone calls and inquiries.
• Communicate effectively (visually and verbally) with internal and external contacts.
• Meet requirements of daily attendance on job for a full, continuous work schedule.

Compensation: $19-26 hourly (DOE)

Benefits: Alliance offers a competitive benefits package that includes medical, dental, vision, life insurance, disability insurance, 401K with employer match, PTO, paid holidays and a bonus program.