Energy Sales Support Admin

Rockingham Petroleum; Leesburg (VA); Hybrid; USD 21,000 - 26,000; Full time

Job summary

Southern States Cooperative in Leesburg, VA seeks a versatile customer service and sales support professional to assist management, staff, vendors, customers and the sales team across daily operations.

This multi-level role covers entry-level through senior-level duties, including order processing, invoice generation, appointment scheduling, and data maintenance. Strong communication, organization, and MS Office skills are essential for success in a fast-paced environment.

Qualifications

• High School Diploma or GED required.
• Experience in sales, customer service, office administration, production, or warehouse preferred.
• Knowledge of general accounting principles.
• Ability to communicate clearly and professionally.
• Proficient with MS Office.

Responsibilities

• Assist management, staff, vendors, customers, sales team and partners with inquiries related to daily operations.
• Handle primary business phone and email inquiries regarding orders, product availability, services and initiatives.
• Contact customers by phone to assist with product and service questions.
• Maintain location web pages and assist customers with online portal.
• Process sales inquiries, enter sales and customer information, schedule site visit appointments.
• Prepare invoices and distribute them timely; assist with new account setup and payments.
• Prepare reports, spreadsheets and general correspondence; proofread for accuracy and layout.
• Maintain databases and ensure data integrity; protect confidential information.
• Identify opportunities to assist customers and facilitate efficient service; resolve pricing and merchandise inquiries.
• Coordinate events such as trade shows and partner meetings.
• Demonstrate teamwork and support various functions as needed (sales support, scheduling, dispatching, warehouse).
• Work safely per OSHA and EHS standards; extended hours may be required.

Skills

Customer service

Sales support

Office administration

Communication

Data entry

Attention to detail

Organization

Written communication

Verbal communication

Education

High School Diploma or GED

Tools

MS Office

Job description

This job description is a summary of essential job functions and requirements necessary for the satisfactory performance of this position. Reasonable accommodation may be made to enable those with disabilities to perform the essential job functions and requirements.

General Summary

Perform a variety of customer service and sales support functions for a Southern States energy location. This multi-level role ranges from entry-level customer and salessupport to senior-level customer relations, office administration and coordination of high volume or large revenue orders.

Essential Job Functions

• Assist management and staff, vendors, suppliers, customers, sales team and other business partners with inquiries regarding daily operations. Provide timely information requiring knowledge of SSC policies, orders, operations and current initiatives. Communicate in a courteous and professional manner.
• Answer primary business phone and email account. Provide information regarding order status, product availability, services and current initiatives.
• Contact customers via telephone to assist with issues and questions about products and services.
• Maintain web pages for location (microsites) and assist customers with their on-line portal.
• Receive and process sales inquiries, follow-up and outreach for a variety of products and related services. Accurately enter sales and customer information into the system and communicate details according to location/company procedures. Schedule site visit appointments for new and existing customers.
• Effectively perform various office support functions and according to established procedures. Support new account setup and payment process. Generate and distribute invoices in a timely manner.
• Prepare reports, spreadsheets, general correspondence and other material. Draft timely responses to all inquiries. Proofread all materials for accuracy, spelling, grammar and layout. Ensure accuracy and clarity of final copy.
• Maintain databases and master files from internal and external sources. Organize and accurately maintain large volumes of information including customer and sales data. Regularly communicate with central office and other counterparts to ensure data integrity. Maintain confidential information relating to sales documents, transactions and credit records. Comply with all policies and regulations regarding records storage.
• Proactively identify opportunities to assist customers and facilitate efficient service. Resolve customer pricing and merchandise inquiries, ensure merchandise is accessible to customers and offer assistance as needed.
• Organize various events including trade shows and trade partnermeetings. Coordinate event scheduling, invitations, reservations, print materials and other event components.
• Consistently demonstrate teamwork by supporting customers and coworkers. May provide assistance with a variety of functions to support the team, including but not limited to: sales support, scheduling and dispatching, warehouse inventory, customer vehicle loading and/or housekeeping.
• Work safely as to not cause harm to yourself, co-workers, equipment, or inventory. Comply with OSHA Regulations, Southern States Environmental Health and Safety (EHS) standards, work rules and policies.
• Perform all other job functions as assigned.

Requirements

Qualifications

Education: Requires a High School Diploma or General Education Degree (GED)

Experience: Prefer previous experience in a sales, customer service, office administration, production or warehouse environment. Previous Southern States work experience a plus.

Requirements

• Effective knowledge of general accounting principles
• Able to consistently apply business office and operations policies and procedures
• Able to develop and apply knowledge of SSC products, services, and business systems
• Able to communicate with customers and counterparts in a friendly, professional, and confident manner
• Able to communicate clearly and effectively in writing and verbally
• Operational knowledge of office equipment and tools including but not limited to fax machine, copier, printer, calculator, telephone system, spreadsheets, forms and point-of-sale system
• Computer literacy skills to effectively utilize the business systems and software including MS Office
• Able to perform mathematical calculations with accuracy
• Able to exercise discretion when working with sensitive and confidential information
• Able to complete paperwork, reports, and other documentation in a legible, organized, and timely manner
• Effective organizational skills and attention to detail
• Able to prioritize and complete work within established deadlines
• Able to maintain a high level of professionalism
• Able to work in a fast paced team environment
• Able to work extended hours to meet business demands
• Able to speak, read, write the English language in a proficient manner
• Valid driver's license may be required

Primarily performs essential job functions in an office environment. Occasionally performs essential job functions in a warehouse environment subject to seasonal temperatures and humidity.

May be exposed to hazards including:

• Merchandise, supplies and tools with sharp edges or containing hazardous materials
• Dust, odors, fumes and hazardous chemicals associated with sales and storage of dry and liquid fertilizers, crop protectants and other agricultural products
• Moving mechanical parts and vehicles, vibrations and electric current
• Drafts, temperature changes and wet floors
• Noise levels where hearing protection is optional per PPE Plan

Schedule requirements will vary based on location. Extended hours and/or alternate work schedules may be required. Ability to report to work on time and in adverse weather conditions is required.

Physical Activities & Requirements

• Continuously balance;manual dexterity (fingers and hands) to manipulate, grasp, and handle, including repetitive motion; utilize eye/hand coordination.
• Frequently sit, stand, walk, turn and twist head/neck and back/waist.
• Occasionally, bend, climb, crouch, kneel, stoop, stack; reach with arms and hands; stand and walk on concrete when in the warehouse. Pull, push, lift, carry 10-35 pounds unassisted. Pull, push, lift, carry 35-50 pounds, may be assisted.

Must be able to communicate with customers and counterparts regarding financial matters and sales orders, operations and safety. Must be able to hear equipment and vehicle sounds in the warehouse. Specific vision abilities required by this position include: close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Tools & Equipment

Hand held scanner, telephone, hand held radio, computer, printer, scanner, copier, fax machine, writing instrument, reports, logs, spreadsheets, merchandising diagrams, and other tools and equipment as determined by location operations and services.

Southern States Cooperative is an EqualOpportunity Employer and does not discriminate against individuals based on their race, color, religion or belief, national or ethnic origin, sex (including pregnancy), age, disability, sexual orientation, gender identity, veteran status, family medical history or genetic information, or any other status protected by federal, state or local laws, or regulations.

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, functions and skills required for this job. Functions and requirements may change at any time with or without notice.

Pay Range

The estimated pay range for this job. Disclosing pay information promotes competitive and equitable pay. The actual pay rate will depend on the person's qualifications and experience. $15.51 - $19.73

Pay Transparency

In order to support the Fair Compensation Strategy by the US Govt., HR Dept., clients are required to adhere to "Pay Transparency Law"; in the impacted states; that have mandated the employers to list the salary ranges in Job advertisements or postings for job opportunities and Job promotions.

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