Administrative Assistant Sales and Purchasing (Hybrid)

ZipRecruiter; Inverness; Hybrid; GBP 22,000 - 30,000; Full time

Job summary

PCS International is looking for a Sales and Purchasing Assistant to oversee sales processes, data entry, and vendor communication in Inverness. This full-time, on-site role offers flexible scheduling and potential hybrid work opportunities. The ideal candidate will have a high school diploma, experience in office administration, and be proficient in Microsoft Office and QuickBooks.

Qualifications

• High School diploma required; A.A. degree in Marketing, Business Administration, or related field.
• Minimum 2 years of experience in office administration with customer service.

Responsibilities

• Facilitates behind-the-scenes sales processes including data entry, purchase order creation.
• Handles vendor communication and billing functions to drive company success.

Skills

Microsoft Office Suite

Effective communication

Data entry

Organizational skills

Education

High School diploma

A.A. degree in Marketing or Business Administration

Tools

QuickBooks

Job description

PCS International is seeking a Sales and Purchasing Assistant to join our team! This position facilitates the "behind-the-scenes" sales processes and is responsible for scheduling, data entry, purchase order creation and reconciliation, vendor communication, and billing functions to help drive company success. It is a full-time, on-site position in our Inverness, IL office, offering flexible scheduling and potential hybrid opportunities for work/life balance.

ESSENTIAL JOB FUNCTIONS:

1. Monitoring sales board for new sales appointments and changes to appointments
2. Processing routine opportunities into tickets and agreements
3. Preparing and sending quotes for Account Executives (AE) when they use the quoting sheet
4. Creating routine proposals for sales executives
5. Maintaining proposal templates, meeting activity tracking sheet, and deal status in several tracking systems
6. Entering new products, customers, and making bulk changes to products
7. Processing license additions, changes, or removals for customers for cloud products
8. Auditing consumption-based products, adjusting agreements, generating invoices
9. Creating product agreement purchase orders, matching POs against vendor bills, and creating exception reports
10. Handling special projects like cleaning up old opportunities and creating bulk proposals
11. Managing vendor communications regarding disputes, credit requests, returns, cancellations
12. Receiving all vendor bills
13. Processing all payment types into correct records, including scanning checks and entering data into QuickBooks
14. Reconciliation of recurring services and updating client agreements
15. Placing routine hardware orders, updating ticket and PO statuses
16. Creating shipping labels, boxing, and shipping items to clients, employees, vendors, etc.
17. Tracking order deliveries, providing status updates, and updating tickets
18. Managing inventory through audits and maintaining inventory lists at client locations
19. Creating postings on eBay for unsold inventory
20. Acting as backup for Microsoft licensing renewal tracking and communications
21. Working virtually with IT staff as "smart hands" for minor updates
22. Assisting with client cancellations and offboarding
23. Recording all activities via ticket system
24. Performing other office tasks such as answering calls and filing

REQUIREMENTS:

Education and Experience:

• High School diploma required; A.A. degree in Marketing, Business Administration, or related field
• Minimum 2 years of experience in office administration with customer service

Skills/Abilities:

• Proficient in Microsoft Office Suite, especially managing Outlook calendars, PowerPoint, and Word
• Effective communication via email, phone, and Teams/Zoom
• Familiarity with QuickBooks strongly preferred
• Accurate data entry skills
• Ability to prioritize and multitask
• Excellent organizational skills and attention to detail
• Ability to work effectively in a fast-paced environment managing multiple priorities and deadlines

Physical Requirements:

• Ability to bend, stoop, kneel, climb, walk, talk, stand, sit, see, hear, type, and lift 15 pounds 1-2 times per week
• Must report to work timely and work diligently for eight hours, with possible overtime
• Ability to communicate effectively via email, phone, webcast, and in person

PCS International is an Equal Opportunity Employer. We celebrate diversity and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, veteran status, or any other legally protected characteristic.