Sales Support Specialist
Company: Aerotek
Location: Kalamazoo
Posted on: February 21, 2021
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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
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