Order Processing And Sales Support Assistant

Summary Description

Organically growing market leader in business for over 75 years looking to fill positions to support our sales team. Entry level Order Processing and Sales Support Assistant needed with Installed Base (IB) experience. Must possess strong analytical, communication, and negotiation skills, as well as an understanding of procurement processes and supply chain management. Great benefits and a work life integration culture that nurtures your physically, mental and spiritual well-being. Onsite gym, yoga, and great working hours in a collaborative environment.

The Order Processing and Sales Support Assistant is a customer centric, positive self-starter who supports the after sales functions responding to Order Processing/Sales Support coordinator, warranty questions, scheduling onsite training, installation support, handling emergency requests, delivering support documentation and general information to end users as well as booking travel reservations for support technicians.

In this dynamic culture, the role will maintain existing accounts by providing accurate quotes and processing spare parts orders while ensuring compliance with customer requirements. This multifaceted position requires a basic working knowledge of machinery or a willingness to learn, coupled with an understanding of parts replacement frequencies. Collaborating with the Technical Support Manager and technicians, the role focuses on optimizing spare part stock levels to facilitate seamless internal servicing and repairs, as well as meeting customer supply demands without significant delays. Incumbent is responsible for meticulous record-keeping of warranty replacements and will use SAP to enter orders.

This position will liaise with all cross functional teams dealing with warehouse, inventory

management, accounting, sales as well as all business units. Reporting to the Technical Support Manager, in the Printing Technology Group, this is an internal-facing role serving as the bridge between sales and customers service requiring strong effective communications to properly convey customer needs and work with the business units to fulfill the requests.

Essential Duties - Must effectively carry out the essential duties and responsibilities of this position in a manner that consistently demonstrates Perez’s mission and core values in a positive manner.

Other duties may be assigned.

 Remain in compliant with Perez’s core values of being results driven, customer centric,

innovating, ethical, respectful and detailed oriented.

 Build and manage strong, influential relationships with Business Leaders, other internal

partners, suppliers, vendors and in-country service technicians to drive continuous

improvement.

 Protect the interests of the organization and the employees in accordance with

company policies and appropriate laws, and regulations.

 Report to the office daily and on-time following the established office hours, ensuring

all spare part claims are followed-through, pertinent data is shared with appropriate

parties, schedule in-person meetings to discuss orders, track shipments with the

logistics’ team, ensure projects deliverables are on track, team members, peers,

executives and direct reports are working synergistically to ensure customer service

continuity.

Technical Support & Service Functions:

 Enter all equipment installations to SAP service module

 Prepare proforma and check credit for all paid service visits

 Coordinate travel for all service visits and installations

 Ensure all expense reports are audited and processed in a timely manner

 Track and update weekly equipment and SW installation schedule

 Maintain spreadsheet of technician’s daily activities

 Escalate critical issues to management

 Follow up on service jobs until they are closed in SAP

 Maintain database of technicians on contract and Independent contractors

 Service reporting as requested by management

SAP Spare Parts Order Processing:

• Obtain spare parts quotes from vendors
• Set up new part numbers, customers and vendor

 Send quotes to customers and obtain credit approvals

 Determine shipment method and Incoterms

 Send customer order confirmations

 Review all supplier order confirmations for accuracy

 Process approved orders by sending PO’s and commercial invoices to vendors

 Review all supplier order confirmations for accuracy

 Follow-up on all open orders and quotes

 Process all warranty parts orders

 Track and renew all warranty parts contracts

 Upload all relevant documents/correspondence to DocuWare

Skills, Knowledge & Abilities

 Strong organizational and office technology skills

 Ability to maintain professionalism while under pressure

 Advanced background with ERP systems

 Ability to work with mathematical concepts

 Excellent written and verbal communication skills

 Excellent organizational and time management skills

 Proficient with Microsoft Office Suite or similar software

 Bilingual English/Spanish preferred

Education and/or Experience: An Associates’ degree in business administration or technology is required. A minimum of 5 years of proven experience in a customer service role is required or any combination of experience in technical support activities equivalent to seven (7) years may be a substitute for the required education and experience.

Physical Requirements:

 The employee is required to remain in a stationary position 50% of the time, exchange

information and ideas so others will understand and have the ability to discuss inquiries

with others. Incumbent must be able to move around in the office, frequently

ascend/descend a set of stairs; operate a computer and other office equipment, and

 The employee is required to traverse and constantly positions self to maintain files in file

cabinets extending from the ground up to about 6 feet height as well as computer

equipment and supplies. The employee must be able to lift 20-pound boxes. Specific

observation abilities required by this job include observing details at close and long

range.

Work Environment:

 The noise level in the work environment is usually quiet.

Equal Employment Opportunity Policy

Perez Trading Company is an equal opportunity employer and is committed to providing a

workplace free from harassment and discrimination. We celebrate the unique differences of our employees because that is what drives curiosity, innovation, and the success of our business. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations where we operate. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfers, leaves of absence, compensation and training. Accommodations are available for individuals with disabilities.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Miami, FL 33167: Relocate before starting work (Required)

Work Location: In person