Sales Administrative Assistant

AIV L.P.; Pittsburgh (Allegheny County); On-site; USD 38,000 - 52,000; Full time

Job summary

AIV L.P. in the United States is seeking a Sales Administrative Assistant to provide clerical and administrative support to the Inside Sales team. You will handle order entry, documentation, customer follow-up, and daily administrative tasks to keep sales operations running smoothly.

The role requires energetic self-starters with strong communication, multitasking, and prioritization skills, plus a growing knowledge of products and pricing to support customer success.

Qualifications

• Energetic, self-starter with ability to adapt to change in a dynamic work environment.
• Outstanding written and verbal communication, presentation and time management skills.
• Ability to maintain a high level of activity, manage multiple priorities, and work in a results-driven culture.
• Develop strong product/price knowledge as well as customer knowledge.

Responsibilities

• Enter all orders for sales reps including purchase orders, production orders and transfers.
• Review all orders for accuracy against customer PO and return to sales for review.
• Email or fax order confirmations to customers and file orders.

Skills

Energetic

Written communication

Verbal communication

Multitasking

Job description

The Sales Administrative Assistant provides clerical and administrative support to our Inside Sales team. This position is responsible for order entry, maintaining accurate documentation, customer follow-up, and assisting with the day-to‑day administrative needs of the sales team.

Duties and Responsibilities

Order Entry

• Enter all orders for sales rep which includes: purchase orders, production orders and transfers
• Review all orders entered against customer’s PO to ensure accuracy
• Return order to sales rep for review
• Email or fax order confirmation to customers
• File all orders at sales rep’s desk by ship date or next expedite date (required date should reflect in the system)
• Expedite all orders to ship on the previous day (first thing every morning)
• Expedite all purchase orders and production orders (2) days prior to the scheduled ship date
• Make note of any date changes on purchase order/production order, order and notify sales person
• Request production schedule for all project orders which consist of:
• Casting due dates, machining dates, test/assembly dates and ship dates
• All production schedules should be expedited weekly
• Notify customers of orders sitting in will call
• File all closed/shipped orders at sales rep’s desk
• Ensure email address for customer placing the order is in the “Contact ID”. Obtain missing information from customer and update in the system.

Quotes

• File all quotes for sales rep once a week.
• Source material for sales rep:
• Record the company contacted, phone number, contact name, price, and delivery
• Maintain sourced material notebook as back up to reference

Return Authorizations (RMA’s)

• Enter all return authorizations for sales rep
• Return RMA to sales rep for review
• Email or fax RMA acknowledgments to customer and provide copy to the warehouse.
• File all RMAs at sales rep’s desk by expiration date listed on the RMA.
• Notify sales rep of expired RMAs and instruct warehouse to send cancellation notice.
• Enter all vendor returns for sales rep.
• Provide copy of supplier’s vendor return and RGA to the warehouse.
• Attach vendor return to the back of RMA

Mill Test Reports

• Create all MTRs for each item sold out of the branch
• Link MTR into the doclinks
• Provide cut sheets, packing lists, tracking info, invoices, MTRs, weights & dimensions, etc. for your sales rep and /or customers.
• Offer additional assistance to sales rep when work load allows.
• Link production orders and transfers if they are scanned into the system under a SO number
• Run inventory reports on a weekly basis and send to Sheldon
• Maintain neat and organized work station
• Helps with processing UPS shipments.

Knowledge, Skills and Abilities

• Energetic, self-starter with ability to adapt to change in a highly dynamic work environment
• Outstanding written and verbal communication, presentation and time management skills
• Ability to maintain a high level of activity, manage multiple competing priorities, and work effectively in a results-driven culture
• Develop strong product/price knowledge as well as customer knowledge