Administrative Assistant

Gfi-Digital-Inc.; Champaign (IL); On-site; USD 38,000 - 56,000; Full time

Job summary

GFI Digital is a leading provider of office technology solutions with over 25 years in the industry. The Sales Administrator will handle a range of sales support tasks for the sales team and branch, ensuring smooth operations and timely processing of orders.

The role requires strong office organization, coordination with multiple teams, and proactive handling of deliveries, billing, and inventory processes to support customer satisfaction and branch performance.

Responsibilities

• Keep office space tidy and organized.
• Cover the office for visitors and deliveries.
• Distribute deliveries to the appropriate employee.
• Maintain office supplies and printer consumables.
• Process credit applications and order packets for sales.
• Enter orders into Sales Force and update quotes.
• Coordinate with branch Admins on equipment deliveries.
• Back up other Sales Administrators in their absence.
• Support billing and assist with vendor and customer communications.
• Order office supplies and kitchen items as needed.
• Arrange lunches and set up demos with customers.
• Refresh office signage and maintain kitchen cleanliness.
• Assist with inventory counts and monthly reporting.

Job description

Why GFI?

GFI Digital is an industry-leading provider of office technology solutions, helping businesses thrive for over 25 years. From managed IT and print solutions to networking, security, and unified communications, we make technology simple and impactful for our clients. Our success is driven by our people, and we’re committed to creating an environment where employees can grow, learn, and build long-term careers. If you’re looking for a company that truly cares about its people and its customers, GFI Digital is for you.

POSITION SUMMARY

The Sales Administrator is responsible for performing sales administration duties for the sales team and branch assigned.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Keep office space and all work areas tidy and organized.
• Cover the office for visitors and deliveries.
• Distribute any deliveries to the appropriate employee.
• Maintain office supplies, toner and paper for office.
• Order employee business cards, brochures, proposal folders, and binding supplies as requested by sales and service.
• Fill all toner requests sent via email by the Supplies Helpdesk and ready for courier or customer pick up. Verify that inventory is relieved correctly out of inventory.
• Receive all parts from vendors in E-automate and distribute to service. Email service techs of packages arriving from GFI’s STL warehouse.
• Process all credit applications, payoff requests, ordering equipment, contract order packets and all processes for respective sales teams.
• Coordinate with other branch Sales Administrators on machines delivered to another GFI branch.
• Set up and maintain information in E-automate. Including Customer, Equipment, Sales Quotes and Sales Orders.
• Enter orders into Sales Force.
• Maintain, update and push equipment orders in Sales Force.
• Maintain information in Sales Score Keeper (SSK) for sales team assigned.
• Route paperwork to the Order Processor and the Customer Service department for billing and to set up maintenance.
• Work with the Order Processor, Customer Service, Sales department and/or leasing companies regarding missing documents.
• Work with ITT Sales Administrators on all Inbound and Outbound equipment orders.
• Work with Operations and Purchasing on all equipment orders.
• Review billing and credit invoices for accuracy.
• Monitor and update sales pending spreadsheets.
• Process lease return instructions and coordinate the pickup and return of such equipment, this includes both immediate and GFI hold return equipment
• Work with Customer Service to handle billing issues between customers and third-party finance/leasing companies.
• Work with third party financing/leasing companies on co-term rates, addendums and questions on processes or order packets.
• Gather necessary paperwork for inventory counts. Or send necessary paperwork for inventory counts to the St Louis Warehouse Administrator. St Louis Warehouse Administrator will also request for weekly cycle counts.
• Conduct and coordinate monthly inventory counts for Equipment, Supplies and Parts as needed in your area.
• Back up other Sales Administrators in their absence.

Other Duties as Assigned

• Order toilet paper, roll paper and other items as needed for the office.
• Order lunches for demos/customer meetings with sales
• Update TVs with welcome sign for customers coming into the office
• Stock kitchen supplies, ensure countertops are cleaned, and load/unload dishwasher as needed
• Perform other basic clerical and sales administration duties as requested

Customer Service

• Address all customer issues quickly, professionally, and without bias
• Interact with customers for the purpose of ensuring the highest level of customer satisfaction with the products and services that GFI offers
• Assist the Sales Department with customer issues
• Exhibit professional appearance and demeanor at all times
• Maintain productive, professional relationships with all GFI employees, customers, and vendors
• Support all company policies and decisions