Administrative Assistant - Onsite

Perform duties to assist sales and sales support team members, collect and enter customer data in a timely manner, and ensure data is accurate before entering into the system and setting up new customers.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Answer and direct inbound phone calls.
• Receive, review, and direct emails received from the company website and general information email address to the appropriate recipient in a timely manner.
• Compile, verify accuracy, and sort information for requests and orders prior to entering into system.
• Enter and maintain new customers and new contact and account details from source documents.
• Monitor end-user requests from the website and notify the appropriate salesperson.
• Create inventory-level reports for account managers as needed.
• Review and ensure accuracy of sales assignments from prior weeks’ RFQs and orders.
• Receive and coordinate requests for access to the dealer portal ensuring to include all necessary participants.
• Provide support to the sales and management teams as needed with HubSpot integration.
• Update changes in sales territories on the company’s intranet.
• Complete all work assignments accurately and within defined timeframes.
• Continuously develop personal and professional skills through formal and informal training.
• Performs other duties as assigned.

SUPERVISORY/MANAGEMENT RESPONSIBILITIES:

None

COMPETENCIES:

• Attention to Detail: Accomplish tasks and processes completely and with a high level of accuracy.
• Communication: Articulate complex matters and effectively express ideas and information in a clear and organized manner, so it is understood by others, both orally and in writing.
• Customer Service: Able to develop and maintain strong relationships by listening, understanding, and responding to identified needs in a timely manner.
• Organization and task prioritization: Able to effectively prioritize tasks to allow for work with clear objectives and ensure that all efforts are directed and aligned with the company’s goals.
• Teamwork and Cooperation: The ability to work cooperatively within diverse teams, work groups, and across the organization, to achieve group and organizational goals.

MINIMUM REQUIRED QUALIFICATIONS:

Education: High School Diploma or Equivalent

Experience and/or Training:

• 1-year of business-to-business customer service experience, including managing a high volume of calls and emails.

Licenses/Certificates: None

Technology/Equipment:

• Proficiency in Microsoft Office Suite, specifically high proficiency in Microsoft Outlook.
• Familiarity with ERP, or equivalent operating system.

PREFERRED QUALIFICATIONS:

Education: None

Experience and/or Training:

• 6 months of customer service experience working with a manufacturing company.

Licenses/Certificates: None

Technology/Equipment: Familiarity with Insight 2020 and CRM software (HubSpot).

PHYSICAL AND MENTAL DEMANDS:

Sitting for long periods of time, 6-8 hours per day working on a computer. Walking, speaking, hearing seeing. Listen and observe the environment for hazard prevention. Use hands for tools and typing. Semi-frequently lift up to 30 lbs. Some tasks may require the employee to bend, stoop, twist, and turn. Occasional tasks may require additional lifting, bending, pushing, and pulling, related to installation and booth set up.

WORKING ENVIRONMENT:

Indoor office working environment. Office is temperature-controlled all year round. Minimal hazards identified. Tradeshow environments could require observation for potential hazards outside the typical office environment.

EMPLOYER STATEMENT:

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. The mental and physical requirements are representative of those that must be met by an individual to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. This job description represents characteristics the individual may encounter while performing the essential functions of this position.

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