Sales Support Specialist

Company: Aerotek
Location: Kalamazoo
Posted on: February 21, 2021

Job Description:

Job Opening: Sales Support SpecialistSchedule: Fulltime. Hours between 8am-5pm Monday through Friday. OT available.Location: Kalamazoo, MI (On-Site)Terms: Long-Term (Contract to Hire)Benefits: Yes (Health, Dental, Vision, 401k)Description: Once the sales team lands a job or wins a bid -- it goes straight to the Sales Support Specialist. From there they will initiate the job, order everything listed, track orders, follow-up with all of the vendors and sales reps, and make sure the job stays on budget. While they will be making phone calls, 20+ a day, the bulk of the day will be spent through email communication in order to keep track of conversations for proof points. They will be handling 30-40 emails a day around different projects with their own deadline that needs to be met. Some emails will be, "Hey I am following up on our convo from yesterday." Others will be the thought process of, "I'm going to flag these 30 emails because these tasks HAVE to be completed before I leave for the day." Other responsibilities include initialization through final closing of each job this includes managing job files, coordination and monitoring shipment of equipment & materials. Customer service duties will be completed with a high degree of accuracy and efficiency and hold a professional front to our customers and perform duties that hold the offices together. Essential Job Functions:1. Positive, organized, analytical, detail oriented thinker and someone that does not procrastinate and has a mature demeanor.2. Takes initiative to analyze the situation in solving and/or averting problems by taking the appropriate action and prioritizing daily tasks sometimes under pressure.3. Once a project is awarded, completes necessary paperwork. This includes assigning project name and number, completing pricing, preparing purchase orders and ordering performance bonds. Also ensures all specification books are complete and related information. 4. Initiate contracts and jobs, set up schedule of values where necessary and enter purchase orders.5. Prepares various documents, reports, correspondence, and bid take-offs using computer software programs such as Word, Excel and Maxwell. Documents include: Bonding requests; Bid analysis reports, project and contract bid list and project analysis reports.6. Compose professional correspondence to customers, vendors and account executives in the form of quotes, and small proposals to customers in a timely manner. 7. Purchasing functions completed with accuracy once a job is accepted utilizing the most cost effective and time effective freight options.8. Provide Contract Analysis Report to Account Executive weekly.9. Performs various clerical and administrative duties as assigned by the Account Manager and/or President.OTHER Typical Duties and Responsibilities:1. Verify that we have a signed order or contract and review sales order and contract.Verify with Vice President on the final initiation in the system. Prepare installation folders and convey all information relevant to installation at any time throughout the project installation period to Account Executive. 2. Initiate project & communicate the job number to team members involved on project. Review and communicate with VP necessary changes to match the contract & specs. Import final buy into Vista & check for upload accuracy. Review SOV with biller to get approval through Sales Support Supervisor and/or Collections Manager.Review quotes, specs and final buy when preparing rough po's, creating a notes page for discrepancies for Account Executive review and approval. Further designating discounts, prime specs, SSI or value engineering. Adjust po's from the Account Executive approval notes with a labor budget.3. Vice President approves or adjusts to set final budget including labor budget. Send final reports to Vice President, Branch manager, Account Executive.4. All jobs $10,000 or more, Collections Manager should review, G.C., info sheets or credit applications. Make sure all vendor information is completed to enter into Vista database such as: Customer, vendor, G.C., info sheets or credit applications. Confirm whether or not a down pay is required and convey this information to the Account Executive.5. Be responsible to obtain, at Account Executive's request, appropriate permits and licensing for projects. (Obtain all mechanical/electrical requests and/or permits as well as equipment colors)6. Handle any type of discrepancy with reps/vendors. This would include pricing, quantity, shipping address or model number. Track customer orders with vendors once equipment has been ordered for timely and accurate delivery according to construction set up schedules. Communicate with trucking companies to arrange timely and accurate deliveries, to recon sign in the event of schedule changes or to file freight claims for damaged equipment. Prepare delivery instruction sheets. Update and send to the outside offices on regular basis as equipment arrives to warehouse and departs to the site. 7. Serve as contact for the field for obtaining purchase orders for equipment required out in the field and for reordering damaged, missing or incorrect equipment as well as initiate a change order as needed for pending and approved. Prepare negative po's for any returned equipment, freight claims, credits, etc. Also supply delivery information or any other information as requested.8. Work with Warehouse manager to monitor incoming inventory and use existing inventory on projects being sure to prepare stock requisition accordingly. (When they have product that comes into the warehouse the warehouse brings up packing slips from outside into their area and distribute based on whose job it is. It shows it was delivered, did it come in in one piece. Will need to take pictures for the packets. AIA needs pics to prove they have the items for the job.)9. Prepare and supply refurbishing information and service orders when refurbishing stock equipment for use on a project. (Supermarket side)10. Monitor job costs throughout job process and correct any errors or imbalances in budget and report status or any problems as requested by the Account Executive/Regional person.11. Process project paperwork; acknowledgments, equipment invoices, freight invoices, delivery instruction sheets, receivers, service orders and other misc. paperwork daily, checking for accuracy and following up on errors or discrepancies.12. Process and track all change orders to projects in a timely fashion.13. Coordinate with AIA billers regarding AIA billings.Going to be the communication with the manager. The job is initiated the job is purchased here is where the budget is. This is what I need to complete the job. Then AIA they refer a lot to sales support. Project cant get off the ground without the sales support person bc they are doing all the ordering.14. Audit jobs and do a cost analysis on a job to reveal where costs may have gone over or where errors were made.15 Serve as contact for customers in regard to small orders. Be prepared to get quotes for a proposal (Request for information), write up quotes, and send it out upon Account Executives' direction if they are on the road and do not have access. Initiate and process independently with proper customer authorization. 16. Perform all other customer service functions in regard to customer contact.Skills:Sales Support, Customer Service, Construction, PurchasingTop Skills Details:Sales SupportCustomer ServiceConstructionPurchasingAdditional Skills & Qualifications:MUST3+ years of customer service experience3+ years of experience working in a role requiring multitaskingPLUSConstruction Experience*Open to candidates with less experience that are ready to jump in and work hard.Experience Level:Intermediate LevelIf you areinterested in hearing more information, please send your resume to:MKEATON@AEROTEK.COM About Aerotek:We know that a company's success starts with its employees. We also know that an individual's success starts with the right career opportunity. As a Best of Staffing Client and Talent leader, Aerotek's people-focused approach yields competitive advantage for our clients and rewarding careers for our contract employees. Since 1983, Aerotek has grown to become a leader in recruiting and staffing services. With more than 250 non-franchised offices, Aerotek's 8,000 internal employees serve more than 300,000 contract employees and 18,000 clients every year. Aerotek is an Allegis Group company, the global leader in talent solutions. Learn more at Aerotek.com.The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

Keywords: Aerotek, Kalamazoo , Sales Support Specialist, Other , Kalamazoo, Michigan