Sales Support Specialist

Optical Cable Corporation; Roanoke (VA); On-site; USD 35,000 - 45,000; Full time

Job summary

Optical Cable Corporation in Roanoke, VA seeks an Administrative Assistant to support critical sales programs and processes with accurate data entry and timely execution. The role requires handling P.O. data, certificates, renewals, and front desk coverage with professional customer interaction.

The position emphasizes collaboration with Sales and Marketing and adherence to compliance and SOX procedures. The schedule is standard business hours with potential for minor after-hours coverage.

Qualifications

• HS diploma required; associates degree preferred.
• 2-4 years in office or customer service environment.
• Attention to detail with strong interpersonal, communication, and teamwork skills.

Responsibilities

• Maintain accurate data entry between Customer P.O., OCC quote and order acknowledgments.
• Oversee administration for customer participation in Sales Program including certificates and renewals.
• Front desk coverage, manage calls, visitors, NDA handling, and ensure security per policy.
• Support Return Material Authorization and Customer Complaint processes to avoid delays in resolutions.
• Provide sales reports using OCC ERP/CRM data and Excel exports to support the Sales and Marketing teams.

Skills

MS Word

MS Excel

MS PowerPoint

Education

HS diploma

Associates degree preferred

Tools

MS Word

MS Excel

MS PowerPoint

Job description

Basic Function

Administrative and clerical functions to support critical sales programs and processes - ensuring accurate and timely execution.

Significant Responsibilities

I. Performs specific job responsibilities:

• Job Maintenance Process - Ensure all data entry is accurate and consistent between a Customer P.O. and the OCC quote and order acknowledgments.
  • Visual comparison to identify inaccuracies and data errors
  • Note errors and confirm corrections
  • Confirm export compliance requirements via the established process to ensure steps to compliance are not missed.
• MDIS Administration - Oversee the administration and execution of all processes for customer participation in this Sales Program
  • Accept, process, and track customer applications and provide certificates.
  • Oversee customer renewal timelines to ensure that the renewal process is completed by the deadline.
  • Complete and track additional paperwork related to the program, including associated extended warranties.
• Front Desk Administrative Assistant - Primary Backup
  • Regularly scheduled to provide front desk coverage for breaks, meetings, special projects/events, PTO and/or unexpected coverage needs;
  • Understand the phone system and manage calls quickly, correctly and professionally (as a first point of contact for customers);
  • Oversee visitors and manage the security of the front entrance in accordance with formal processes (OCC's compliance with NIST 800-171) and in a manner that balances building security with a welcoming/professional front desk (includes registering visitors, providing and tracking visitor badge, checking identification and obtaining signed NDA's as needed).
• Handles administrative support functions as assigned and as needed
  • OCC's Return Material Authorization (RMA) and Customer Complaint (CC) processes.
    • Manage associated paperwork so as not to hold up the resolution process.
    • Gather necessary data to complete associate forms for the resolution team
  • Ship and Debit Programs
    • Manage associated paperwork so as not to hold up the Finance process.
    • Gather necessary data to complete associate forms for the Finance team.
  • Provide other general administrative and clerical assistance to the Sales and Marketing teams (such as providing sales reports as requested based on given parameters; using data from OCC ERP and CRM systems (Syspro) and data exported to Excel to create Sales reports, etc.
  • Provides short term support or backup to other departments for simple functions as a means to free up experienced staff to complete high priority tasks at times
• May be required to perform Job Maintenance and/or other backup or support duties beyond 8 AM to 5 PM hours as OCC is a worldwide provider of products and services.

II. Promotes OCC's service excellence and quality. Provide service to customers; build strong relationships and team cohesiveness; focus on quality and positive solutions; communicate respectfully; demonstrate compassion and understanding in response to customer requests/needs.

III. Champions OCC's vision and values (as detailed in our "15 Essential Points of Success"); complies with policies and procedures, ethical standards, and Code of Conduct.

Job Scope

• Organizational Responsibility - Member of the Sales Operations Team who provides key support for the order entry process; provides support to other work teams
• Communication - Regularly communicates with all levels within the organization as well as visitors
• Confidentiality - A high level of confidentiality is required
• Financial Responsibility - Ensures order entry compliance with OCC internal procedures and controls and SOX procedures
• Judgment - Operates independently and must complete work accurately; work will typically be reviewed by a supervisor within the department requesting support
• Compliance - Operates in a manner that is compliant with established processes and procedures (to include but not limited to Sarbanes Oxley)
• Travel - Limited if any travel

Minimum Qualifications Required

Education: HS diploma; Associates degree preferred

Experience: 2-4 years- experience in an office or customer service environment performing administrative support

Other Minimum Qualifications: Attention to detail is required along with effective interpersonal, communication, and teamwork skills; intermediate knowledge of MSWord, MSExcel, and MSPowerpoint

Essential Skills, Abilities & Knowledge

Excellent oral communication with the ability to speak clearly and distinctly and to project a courteous and helpful attitude with callers and visitors. Ability to read and follow basic instructions, including quality procedures. Computer skills with experience using software packages. Math required and the ability to correctly complete all documentation. Ability to work in a team environment with minimal supervision. Close attention to detail with the ability to complete assignments accurately and recognize and help resolve problems.

Working Conditions

Sedentary job requiring a sufficiently sighted individual for computer usage and significant English reading skills. Requires sufficient hearing for telephone contact with employees and customers as well as for taking and relaying messages. Significant computer input/typing duties require sufficient manual dexterity. Reasonable accommodation may be made to enable individuals with a disability to perform essential functions.

This role involves work contracted by the U.S. government and/or other federal agencies, which requires that all personnel involved in such work are U.S. citizens or Lawful Permanent Residents. Thus, a qualified candidate for this position must be able to present valid documentation indicating that they are a U.S. citizen or Lawful Permanent Resident.

Note

This job description is only meant to be a representative summary of the major responsibilities and accountabilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

Additional Compensation Information

The posted pay range reflects the established base salary or hourly wage range for this position. Individual compensation is determined based on qualifications, experience, skills, internal equity, and business needs. New hires are typically hired below the midpoint of the range. Eligible positions may receive applicable shift differentials, skill premiums, or other forms of additional compensation.

The regular schedule for this position is 8:00 a.m. - 5:00 p.m. Monday - Friday with some schedule flexibility required; overtime is also available.

40 hours/week