Sales Operations Assistant

MEI Industrial Solutions; Virginia (IL); On-site; USD 42,000 - 62,000; Full time

Job summary

MEI Industrial Solutions is seeking a Sales Operations Assistant to support the sales team with quotes, orders, and ongoing projects while assisting the accounting department. You will handle paperwork, coordinate with customers, and maintain project cost spreadsheets as well as ensure confidentiality in secured job sites.

The role requires strong organizational skills, experience with Office tools and CRM systems, and the ability to multi-task effectively in a fast-paced environment.

Qualifications

• Associate’s degree or 2 years’ experience in sales operations.
• 2 years’ experience with Microsoft Office Suite (Word, Excel, Outlook and PowerPoint).
• Bachelor’s degree preferred.
• 2 years of experience in fast paced construction industry environment preferred.
• Familiarity with Salesforce or other CRM systems.
• Excellent written and oral communication and interpersonal skills with internal and external stakeholders.
• Excellent organizational, detail oriented, and time management skills.
• Effectively able to maintain discretion and confidentiality of employee and customer information as appropriate.
• Ability to multi-task and process multiple activities successfully.

Responsibilities

• Assist or complete estimates requiring immediate attention while salespersons are in the field.
• Perform collection duties and document all collection related communication.
• Generate daily paperwork, such as work orders, vendor purchase orders, etc. and ensure that all pertinent information is noted, and all necessary documents are attached.
• Communicate with customers as requested regarding change orders, storage confirmations, new customer information packets, etc.
• Coordinate work order requirements (equipment, customer, labor) and communications with dispatch for digital job board.
• Administer the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting department for customer invoicing.
• Create, update, and maintain documents and spreadsheets related to customers, project costs and special projects.
• Complete employee clearance/badging documents for secured job sites with the highest level of confidentiality.
• Apply for and obtain vehicle permits for oversized loads and/or cranes according to each state’s requirements.
• Perform as liaison between the sales department and the accounting department and/or rigging operations department.
• Submit invoicing data, including job cost codes, for services performed while ensuring billing amounts comply with the schedule of values detailed within the customers’ AIA documents.
• Track and maintain accuracy of sales projections within CRM system.
• Develop and update warehousing inventory spreadsheets and submit storage billing data monthly.
• Perform reconciliation and retention of employee credit card transactions and documentation per processes.
• Follow up on submitted estimates and document customer communications.
• Other sales responsibilities or ad hoc responsibilities as needed.

Skills

Communication skills

Organizational skills

Time management

Detail oriented

Confidentiality

Teamwork

Problem solving

Education

Associate degree

Bachelor’s degree preferred

Tools

Word

Excel

Outlook

PowerPoint

Salesforce

Job description

Position Summary

The Sales Operations Assistant performs multiple tasks, collections, supporting sales staff with quote requests, booked jobs, and pending and ongoing projects. This will ensure the salesperson’s ability to spend most of their time focusing on sales activities. Primary responsibility for the Sales Operations Assistant is to support the efficient operation of the sales department while also providing the accounting department with support.

• Assist or complete estimates requiring immediate attention while salespersons are in the field.
• Perform collection duties and document all collection related communication.
• Generate daily paperwork, such as work orders, vendor purchase orders, etc. and ensure that all pertinent information is noted, and all necessary documents are attached.
• Communicate with customers as requested regarding change orders, storage confirmations, new customer information packets, etc.
• Coordinate work order requirements (equipment, customer, labor) and communications with dispatch for digital job board.
• Administer the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting department for customer invoicing.
• Create, update, and maintain documents and spreadsheets related to customers, project costs and special projects.
• Complete employee clearance/badging documents for secured job sites with the highest level of confidentiality.
• Apply for and obtain vehicle permits for oversized loads and/or cranes according to each state’s requirements.
• Perform as liaison between the sales department and the accounting department and/or rigging operations department.
• Submit invoicing data, including job cost codes, for services performed while ensuring billing amounts comply with the schedule of values detailed within the customers’ AIA documents.
• Track and maintain accuracy of sales projections within CRM system.
• Develop and update warehousing inventory spreadsheets and submit storage billing data monthly.
• Perform reconciliation and retention of employee credit card transactions and documentation per processes.
• Follow up on submitted estimates and document customer communications.
• Other sales responsibilities or ad hoc responsibilities as needed.

Position Summary

The Sales Operations Assistant performs multiple tasks, collections, supporting sales staff with quote requests, booked jobs, and pending and ongoing projects. This will ensure the salesperson’s ability to spend most of their time focusing on sales activities. Primary responsibility for the Sales Operations Assistant is to support the efficient operation of the sales department while also providing the accounting department with support.

Essential Job Duties And Responsibilities

• Assist or complete estimates requiring immediate attention while salespersons are in the field.
• Perform collection duties and document all collection related communication.
• Generate daily paperwork, such as work orders, vendor purchase orders, etc. and ensure that all pertinent information is noted, and all necessary documents are attached.
• Communicate with customers as requested regarding change orders, storage confirmations, new customer information packets, etc.
• Coordinate work order requirements (equipment, customer, labor) and communications with dispatch for digital job board.
• Administer the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting department for customer invoicing.
• Create, update, and maintain documents and spreadsheets related to customers, project costs and special projects.
• Complete employee clearance/badging documents for secured job sites with the highest level of confidentiality.
• Apply for and obtain vehicle permits for oversized loads and/or cranes according to each state’s requirements.
• Perform as liaison between the sales department and the accounting department and/or rigging operations department.
• Submit invoicing data, including job cost codes, for services performed while ensuring billing amounts comply with the schedule of values detailed within the customers’ AIA documents.
• Track and maintain accuracy of sales projections within CRM system.
• Develop and update warehousing inventory spreadsheets and submit storage billing data monthly.
• Perform reconciliation and retention of employee credit card transactions and documentation per processes.
• Follow up on submitted estimates and document customer communications.
• Other sales responsibilities or ad hoc responsibilities as needed.

Minimum Qualifications (Experience, Skills, And Education)

• Associate’s degree or 2 years’ experience in sales operations capacity
• A minimum of 2 years’ experience working in Microsoft Office Suite to include Word, Excel, Outlook and PowerPoint
• Bachelor’s degree preferred.
• 2 years of experience in fast paced construction industry environment preferred.
• Familiarity with Salesforce or other CRM systems
• Ability to adhere to company processes and drive improvements.
• Self-starter, outgoing personality
• Experience with web-based CRM system.
• Excellent written and oral communication and interpersonal skills with internal and external stakeholders
• Excellent organizational, detail oriented, and time management skills
• Effectively able to maintain discretion and confidentiality of employee and customer information as appropriate.
• Ability to multi-task and process multiple activities successfully
• Demonstrated ability to work under deadlines and time frames effectively with a customer service demeanor.

Physical Requirements And Working Conditions

Standard office environment including work at a computer terminal. Work involves extended periods of sitting, occasional walking and lifting up to 10 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Requirements

Work with a Top-of-Mind Awareness for the safety of yourself and everyone at the job site. Must be able to work in a high functioning team environment. Display the highest levels of honesty, integrity, and professionalism. Take pride in your work and in the company. Communicate openly and strive for peak performance in daily tasks. Know and deliver the quality service MEI’s customers have come to expect.

Disclaimer: This job description is intended to summarize the type and level of work performed by a Sales Operations Assistant and is not an exhaustive list of all duties, responsibilities, and/or requirements. MEI reserves the right to change or modify this job description or the essential duties of the job, as necessary.

MEI Is An Equal Opportunity, M/F/Disabled/Vet Preferred Employer.

#Sales #Operations #Admin

8:00am to 5:00pm Eastern Time