Address
Form of workDuties and Responsibilities:
QUALIFICATIONS:
Education/Knowledge:
Experience/Skills:
COMPETENCIES:
WORKING CONDITIONS/PHYSICAL DEMANDS
Employment at Puffer-Sweiven LP or any of its affiliates is employment at-will.
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by employees of this position. Employees may be required to perform job-related tasks other than those specifically presented in this description.
- Assist sales team in preparation of quotations including quotation letters, pricing, delivery and assembly of components required for quotation submission.
- Ensure timely delivery of product documentation and shipment of backlog.
- Ensure all documentation required by sales or Project Management Team is submitted in a timely manner using established procedures.
- With direction from Account Managers or Inside Sales, assist in entering change orders or material return authorizations.
- Assist Inside Sales with customer invoicing or documentation requirements.
- Maintain literature of all products and services provided by Puffer-Sweiven Specialties.
- Assist Sales Team with copying, filing, typing, collections and general administration activities.
- Coordinate repair of facility and equipment within the department.
- Responsible for Accounts Receivable Collections for timely customer invoice payments.
- Screen exports using Visual Compliance process, attaching ESF & ECCN to export orders.
- Assist in the routing of phone, emailed and faxed inquiries to the proper inside salesperson.
- Maintain the following:
- Closed sales order files up to and including filing of the closed sales order, insure paperwork associated with a closed sales order is filed properly
- Organizing and boxing of the previous year files for storage.
- PSS calendars (Vacation and sick balances, meetings, etc.)
- Safety meeting attendee list
- Files or contracts that pertain to the PSS business group.
- Perform related duties as required.
QUALIFICATIONS:
Education/Knowledge:
- High School education required with some college business course work preferred.
- Knowledge of office administrative procedures, standard office equipment and the sales order process.
Experience/Skills:
- 1-3 years administrative experience or equivalent education and training. Company Sales Order system or comparable experience preferred.
- Direct experience in a sales and or customer service oriented work environment preferred.
- Good verbal communication skills - communicates verbally in a manner appropriate for business, engages in active listening and acknowledging skills, as well as questioning and discovery skills.
- Good writing skills - writes in a manner appropriate for business and messages information coherently.
- Good computer skills - efficiently uses various computer software applications, including MS Office, to perform tasks.
COMPETENCIES:
- Good interpersonal skills - develops and maintains rapport and trust with both internal and external customers, demonstrates approachability
- Good organizational skills - prioritizes and efficiently completes competing tasks, pays attention to detail, verifies information as appropriate and detects and corrects errors.
- Good problem solving skills - ability to identify problems, implement appropriate solutions and recognize when assistance is needed.
- Good teamwork - identifies with the team and it's goals and contributes to the groups effectiveness
- Good customer service skills - provides prompt and personalized assistance to customers and manages customer expectations relative to deliverables and timeframes
- Exhibits professionalism - projects a professional image of oneself and the organization and demonstrates a positive attitude towards work and the Company.
WORKING CONDITIONS/PHYSICAL DEMANDS
- Must be able to wear minimum level of required Personal Protective Equipment (PPE) without restriction which may include but is not limited to: safety glasses and hearing protection.
- Must have the ability to perform work with occasional walking and standing.
Employment at Puffer-Sweiven LP or any of its affiliates is employment at-will.
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by employees of this position. Employees may be required to perform job-related tasks other than those specifically presented in this description.
