What are the responsibilities and job description for the Customer Service/Inside Sales - Branch Office position at Palmetto Brick Company?
JOB DECRIPTION
CUSTOMER SERVICE / INSIDE SALES - BRANCH OFFICE
OFFICE DUTIES
Answer phone.
Greet visitors and customers.
Mail out invoices daily.
Pick up, sort and deliver mail daily.
Daily cycle counts.
Back-up support for sales, dispatch and yard associate / operate forklift.
Assist in performing annual inventory.
Spot check loads leaving the yard.
Daily deposits : Print Method of Payment report and match the corresponding payments / invoices as well as research and correct any problems or inconsistencies.
Count the cash drawer daily.
Create a bank deposit from the Method of Payment report and take to bank daily. Endorse & cash any “petty cash” checks while at the bank.
Process Credit Applications and give to Manager to approve and forward to Credit Manager in Cheraw.
Maintain files for open Purchase Orders, completed Purchase Orders, Transfer Orders, Packing Slips, etc.
Follow up on all returned checks.
Maintain ALL office supplies.
Prioritize and manage tasks efficiently : multitasking.
Knowledgeable and compliant with company policies and procedures.
At all times be aware of responsibility to represent Palmetto Brick Company in a business-like and professional manner, which shall include, proper dress code and conformance to the Code of Ethics & Conduct policy.
Maintain initiative, a good attitude, good work ethic while being organized, efficient and loyal to Palmetto Brick company and our standards.
INFORMATION SYSTEMS / SYSTEM ADMINISTRATION
Thoroughly acquainted with the following :
MS Office Small Business Suite (Word, Excel, and Outlook).
System Modules (Sales Order, Inventory, Purchase Order, and Accounts Receivable, Dispatch Log, etc.).
All branch operating procedures.
All office equipment.
Company policies and procedures.
SALES AND SERVICE
Proficient in Microsoft D365 and the procedures set forth by the home office in Cheraw :
Sales Order Entry, Packing, Invoicing and Credits.
Purchase Order Entry (including creating a PO from the SO) and Receiving.
Knowledgeable about the sales tax code based on county of delivery for customers that are not sales tax exempt.
Assist both walk-in and call-in customers.
Ability to process sales quotes.
Ability to process sample requests.
Knowledgeable about each branch locations territory.
Weekly printing and review of Open Sales Order Report and Open Purchase Report - clearing all completed orders from D365.
Maintaining transfer orders - verifying quantities and commitments (including researching the ability to release committed brick in inventory to other locations as requested.
Review all Packing Slips to verify proper signatures.
Communicating with dispatch when Sales orders, purchase orders, transfer orders, jobsite pick-ups, etc. need to be scheduled.
Shape Order Entry.
Basic understanding of Palmetto production procedures including shapes (aware of what types of brick / shapes can be fired with like-body brick) in order to manage customer expectations of shapes order status.
Checking other branch locations for inventory before ordering material from a vendor and contact the branch requesting transfer if possible.
Contact of the branches requesting the release of brick and / or other materials before contacting the home office.
Knowledge of all vendors miscellaneous fees (pallets, packing, freight, etc.).
Constant awareness of customer status regarding credit limit issues and payment status avoiding any shipment delay issues.
Thorough understanding of the inventory item on-hand screen and ability to determine product availability and future production dates.
Notify Dispatch when an Order (PO, SO or Transfer) is ready to ship.
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