Purpose of Job: Perform all clerical and administrative tasks associated with marketing, advertising, quoting, and selling efforts. Establish and maintain systems to enable Sales Reps and GEMCO management to effectively maximize sales opportunities and convert quotes, leads, contracts, etc. into profitable sales.
Reports to: Operations Manager
Relationships with Other Functions: Operations Manager and Sales Representatives Continual and detailed contact regarding all phases and aspects of quotes, leads, potential customer contacts, and follow-up on inquiries generated by both external and GEMCO parties. Needs to develop aspects in order to efficiently and effectively perform the duties described in this job description. This position serves as a back-up to the Executive Assistant and Receptionist. Qualifications and Skills Required: Education: Actively pursuing a four-year degree in Business Administration, Communication, Marketing or other related areas with two years already completed. Experience: 2+ years' experience as an administrative assistant with proven experience in support and clerical work. Experience in sales or working in sales support function preferred.
Specific Skills: Proficient in computers and full Microsoft Office Suite Word, Excel, PowerPoint, and Outlook. Excellent data entry and typing skills 50 WPM or better. Possess a customer service-focused mindset, attitude, and skills utilization. Must be able to collect and organize detailed data into spread sheet format, convert into meaningful charts and summarize for management use. Requires excellent clerical and administrative skills with in-depth knowledge and experience in Microsoft Office suite. Self-starter with a proactive approach to and ability to prioritize. Strong telephone skills in dealing with potential and current customers plus sales representatives. Ability to handle routine, repetitive, and detail-oriented tasks.
Job Responsibilities and Tasks:The responsibilities of this position are, but not limited to:
General: Produce division's weekly bookings, shipping, and backlog performance reports every Wednesday morning. Produce division's monthly open quotations status and rep activity reports on the last day of every month. Send out literature to prospects who request by phone within 24 hours of receipt of request. Produce global report every Monday and Wednesday morning. Operate as fill in for the following: oMaterial expediting as directed.oFill in as receptionist when needed. oMake prints of Engineering drawings as directed. oCovers for Operation or Production Coordinator: Updating information from Production Scheduling Meeting.
Marketing: Establish and maintain a tracking system to document and evaluate the efficiency and effectiveness of marketing, advertising and other sales promotional efforts.Submit press releases, including any photographs, as prepared and directed by the Marketing Manager. Update/resubmit annually.Follow up on status of press releases within two weeks of submittal.Create and maintain a Contact Management System utilizing SuperOffice.Respond to literature requests from leads within two business days after receipt, copy the appropriate sales rep.File direct leads immediately and follow up within the timeframe defined by each sales rep. Inquire about current needs, refer any technical questions to appropriate people. Update SuperOffice accordingly.Monitor sales representatives' follow-ups on a monthly basis. Update status spreadsheets. Report status on all of the above efforts/activities to Sales and Marketing Manager by the 10th of each month.Assist in planning tradeshows and attend when directed.Quotes:Create and maintain a spreadsheet to include pertinent information including input from stakeholders regarding quotes submitted and status. Establish and maintain a filing system for quotes submitted.Utilize SuperOffice to administer and maintain quote activity.Follow up on quote status with Sales Representatives. Update tracking systems accordingly (i.e., SuperOffice, files/spreadsheets or other systems being used for tracking.)Submit quotes using the GPS System that have been approved by salesperson.Respond to requests for additional information, get salesperson assistance in interpreting quotes, entering negotiations, and/or other matters pertaining to price, delivery and other significant terms and conditions. Report the status on all the above actions/efforts Sales Manager and sales people by the 10th of each month.Sales Order Entry:Enter bill to and ship to addresses in Customer Database Maintenance on Profit Key.Enter header record and line items for job on Profit Key.Calculate commission for representatives and enter in header record memo.Print order acknowledgment and email customer after accepting sales approval. Enter job information in SuperOffice and on Order Entry Sheets/Package for customers.Responsible to have knowledge of all communication in/out of department via SuperOffice updates.Schedule order entry meeting. Prepare appropriate documentation and paperwork.Set up folders for jobs.Set up Project Management Check list in Asana and complete tasks. Send acknowledgment letters to customer as directed after approval.Advise customers regarding changes in ship date after receiving approval from Casey, Sales (Gregg) and Operations (Frank).Advise customers of inconsistencies in their purchase orders and terms (through Casey, Accounting and Sales).Work with freight forwarders on overseas shipments.
