Remote Sales Support Administrator

Get ready to grow with us!

Northwest Pipe Company is the nation’s leading manufacturer of water infrastructure products and with over 50 years of experience, we’re just getting started! Our business is growing, and we’re looking for great people to grow with us. We’re immediately seeking a RemoteSales Support Administrator to join our Northwest Pipe team.

We Offer

• Medical, Dental, Vision, Life, AD&D Insurance
• Paid Vacation, Holidays, and Sick Time
• 401k Retirement Savings Plan with Employer Match
• Bonus Potential (2x per year)
• Up to $2,500 per year Tuition Reimbursement
• Safety Footwear and Eyewear Voucher (Day 1 of Employment)
• Employee Assistance Program (EAP)
• Opportunities for Career Advancement
• Values-Driven Culture Committed to Diversity, Inclusion, and Safety

Our Values

• Accountability is evident when we do what we say we are going to do and people accept responsibility for their actions. We do not point fingers and blame others. We own our actions.
• Commitment is not only promising to do something, but actually investing in the necessary effort and actions to make it happen.
• Teamwork is essential for competing in a challenging and constantly changing business environment. Working together across all job functions is critical to achieving our success.

ABOUT THE JOB:

The primary purpose of the Remote Sales Support Administrator is to provide a broad range of administrative support and customer service to the Steel Pressure Pipe Sales team, including the Vice President of Sales, Regional Sales Managers, and Sales Representatives.

ESSENTIAL FUNCTIONS AND MAJOR RESPONSIBILITIES:

• Maintain accurate project database for assigned area, from information provided from Sales Representatives, and prepare and distribute scheduled reports.
• Obtain and maintain current list of plan holders for each project.
• Order plans and specs for bids; provide assistance in distribution of quotations to internal sales staff.
• Prepare quotations and scopes of work for sales representative and distribute to contractors; prepare confirming quotations and necessary information for processing new
• Create and process order notification reports, credit memos for Steel Pressure Pipe plants; initiate hand-off of all relevant documentation and material to specified parties (Project Management, Credit and Accounting).
• Process sales orders, change orders, billing, and other documentation into SAP and company systems accurately and in timely manner, and provide reconciliation support for corrections.
• Provide statistical data on sales bids, pricing, expenses, budgets, and forecasting.
• Perform administrative duties for Vice President of Sales, Regional Sales Managers and Sales Representatives.
• Creates files as required by laws, regulations, policies, and procedures.
• Collaborates with Sales Representatives, Project Managers, and Production Control, in the handling of communications and order information.
• Create, review, and analyzes documents for the Sales group.
• Receives phone calls in professional and friendly manner and disseminate information to relative parties.
• Arrange travel, hotel, and conference travel reservations for Sales staff, as needed.
• Orders bonds and certificate-of-insurance documents for bids and orders secured
• Publishes weekly sales and aging reports for distribution, including detailed customer summaries in Excel, as needed by Sales Representatives.
• Prepares and distributes monthly sales bookings forecast to Steel Pressure Pipe plants.
• Prepares and maintain project list for orders that qualify for pre-payment, material-on-hand billing, etc., by project/customer.
• Coordinates management of Contract Validation documents including: gathering and entering all relevant Contract Validation documentation into company systems, notifying Project Management and Accounting staff when Contract Validation is established; and coordinating with Sales, Accounting, and Project Management staff when questions and requests arise to establish Contract Validation.
• Prepare and distribute monthly sales bookings forecast to Steel Pressure Pipe plants.
• Coordinate and stage plant tours, and notify plant staff of the event.
• Maintain master list of report destruction and 3rd party bidding services.
• Support Technical Marketing Committee needs for communication follow-up, relevant calendar management for TMC staff. Includes preparation of Committee minutes, maintaining roster and voting records, coordination of AWWA Standards balloting, compiling and collecting balloting votes, and maintaining comprehensive files for TMC staff at national AWWA committees.
• Regular, reliable and predictable attendance is necessary in order to perform the essential functions of this position.

SECONDARY RESPONSIBILITIES:

• Other duties as assigned.

KNOWLEDGE, SKILLS, ABILITIES:

• Outstanding interpersonal skills in face-to-face, email, and over the phone interactions to handle routine as well as sensitive and confidential situations in an appropriately diplomatic manner.
• Ability to interact and communicate effectively and professionally with a wide array of individuals at all levels of the organization.
• Ability to maintain confidentiality in all aspects of the job.
• Ability to manage multiple tasks with frequent interruptions.
• Demonstrated exceptional written communication skills including strong spelling and grammatical skills.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to identify and take initiative to resolve issues.
• Advanced computer literacy with extensive knowledge of Microsoft Office (Outlook, Word, Excel and Power Point), Adobe Acrobat, SAP, Kronos, VISIO, Qlikcloud, company systems, and other computer programs utilized.

EDUCATION/EXPERIENCE:

• Associate’s degree (AA) or equivalent from two-year college or technical school; or six months to one year related experience and/or training/or equivalent combination of education and experience.
• Minimum 3-5 years of business-to-business experience.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Our organization maintains a drug-free workplace. Except where prohibited by state law, all offers of employment are conditioned upon successful passing of a drug test and background check.

Northwest Pipe Company is committed to equal employment opportunity and affirmative action. Minorities, females, veterans, and individuals with disabilities are encouraged to apply.

Northwest Pipe Company reserves the right to close the position, with or without notice, if a qualified candidate is identified prior to the close date.

PHYSICAL DEMANDS/WORK ENVIRONMENT:

The physical demands described here are representative of those that must be meet by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Project timelines and work volume / deadlines may often require working outside of standard office hours, weekend, or evening work.

Regular, reliable and predictable attendance is necessary in order to perform the essential functions of this position.

Physical Activity

Over 2/3 of the time:

• Standing/Sit: Remaining upright in a stationary position, particularly for sustained periods.
• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling to complete computer work.

Up to 2/3 of the time:

• Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.
• Communicating: Expressing or exchanging ideas and information accurately, in written or diagram form.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.
• Less than 1/3 of the time:
• Reaching: Grabbing things from a distance above or from the side.

Physical Requirements

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly lifting, carrying, pushing, pulling or otherwise moving objects, including the human body

Visual Acuity

• The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; and visual inspection involving small defects at distances close to the eyes.

For over 2/3 of the time:

• Worker is required to have close vision (clear vision at 20 inches or less).

For less than 1/3 of the time:

• Worker is required to have color vision (ability to identify and distinguish colors).

Weather Conditions

• The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

Noise Levels

Over 2/3 of the time:

• Quiet conditions (examples: library, private office)
• Moderate noise (examples: business office with computers and printers, light traffic)