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.
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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.
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Check to ensure that appropriate changes were made to resolve customers’ problems.
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Keep records of customer interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions, are taken.
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Resolve customer order complaints, pricing concerns, pick-ups, and credits. For billing issues, consult with AR.
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Refer unresolved customer grievances to designated departments for further investigation.
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Determine charges for service requested, collect deposits or payments, or arrange for billing.
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Contact customers to respond to inquiries or to notify them of claim investigation results or any planned adjustments.
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Solicit sales of new or additional services or products.
Essential Duties and Responsibilities
Inside Sales Representative Duties:
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Create, process, and monitor sales orders
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Professionally handle incoming requests from customers and associates to ensure orders are processed in a timely manner
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Provide timely turn-around on all sales orders to insure adequate delivery of goods and services
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Respond to customer and supplier inquiries about order status, changes, or cancellations
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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:
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The Purchasing Coordinator is responsible for processing purchase orders and tracking inventory supply while collaborating with associates to ensure customer satisfaction.
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Monitor and track the purchase order process
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Ability to negotiate best vendor terms, pricing, and delivery based on a specific budget and schedule requirements
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Prepare purchase orders and send copies to suppliers and to departments originating requests
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Determine if inventory quantities are sufficient for needs, purchasing more products when necessary
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Maintain working knowledge of purchasing policies, processes, and procedures (e.g., demonstrate a complete understanding of buying and pricing products)
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Analyze trends in vendor pricing and sales activity to determine the correct timing of purchasing
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Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems
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Review purchase orders in order to verify accuracy, terminology, and specifications
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Prepare, maintain, and review purchasing files, reports, and price lists
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Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers
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Calculate costs of orders and charge or forward invoices to appropriate accounts
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Compare suppliers' bills with bids and purchase orders in order to verify accuracy
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Locate suppliers, using sources such as catalogs and the internet, and interview them to gather information about products to be ordered
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Maintain knowledge of all organizational and governmental rules affecting purchases, and provide information about these rules to organization staff members and to vendors
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Prepare invitation-of-bid forms, and mail forms to supplier firms or distribute forms
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Enter data to maintain the purchase order database
Other Duties:
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Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers while following Company Confidentiality requirements
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Utilize computerized data entry equipment and various word processing, spreadsheet, and file maintenance programs to enter, store and/or retrieve information
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Manage time to determine priorities in order to effectively accomplish a broad range of activities
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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
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Will learn and practice backup responsibilities for processes such as delivery logs etc.
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Communicate in a professional, respectful, and courteous manner with all employees, customers, and others with whom we may work.
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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.
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Follow all Company Policies, Procedures, and Protocols
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Other duties will be assigned during the course of employment.
Requirements:
Qualifications
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Ability to read, write, speak, understand and communicate effectively in the English language
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Ability to handle complaints and unpleasant customers using decision-making and analytical abilities
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Knowledge of MS Office (Word, Excel, Outlook, Access)
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D. Strong organizational skills, strong attention to detail, strong interpersonal skills, and ability to professionally complete administrative tasks
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Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology
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Ability to work independently on assigned tasks as well as to accept direction on given assignments
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Ability to work collectively with team members
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Highly developed sense of integrity and commitment to customer satisfaction
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Professional appearance
Physical Work/Environment Requirements
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Work is performed in an office environment (constant 67-100%) and requires seldom (0-10%) movement into a warehouse environment.
Physical Demand
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Sitting: Constant 67-100% - Sit on adjustable computer chair at desk (may stand)
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Standing: Occasional 11-33% - Intermittently stand on tile, carpet or cement floor
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Walking: Occasional 11-33% - Walk among workstations on tile, carpet or cement floor
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Heights/Ladders/Stairs: Seldom 0-10% - Use ladder to retrieve product from shelves
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Twisting at waist: Seldom 0-10% - Twist to lift product/documents
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Bending/Stooping: Seldom 0-10% - Alternate bend/stoop
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Squatting/Kneeling: Seldom 0-10% - Alternate squat/kneel
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Crawling: Never
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Reaching Out: Seldom 0-10% - Pick product from shelves and retrieve documents
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Talking/Hearing/Seeing: Constant 67-100% - Talk/hear/see people/English documents/instructions
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Working Above Shoulders: Seldom 0-10%
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Handling/Grasping: Constant 67-100% - Hold/grasp controls, hand tools, documents/products
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Fine Finger Manipulation: Constant 67-100% - Keyboard typing, writing, filing, controls on equipment
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Foot Controls: Never
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Driving: Never
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Repetitive Motion: Constant 67-100% - Computer mouse use, keyboard typing
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Vibratory Tasks: Never
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Lifting 15 lbs.: Seldom 0-10% - Lift work documents and/or product of MS Office (Word, Excel, Outlook, Access)
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Carrying 15 lbs.: Seldom 0-10% - Carry work documents and/or product
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Pushing/Pulling 15 lbs.: Seldom 0-10% - Push/pull product to load/unload, open/close file cabinet
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Comments: Alternate body movements may be used per employee discretion
Reasonable Accommodation Notice
Reasonable accommodations may be made to enable individuals with disabilities to perform job functions, ask Manager.
