Administrative Assistant

2 weeks ago

Houston, United States AIV, LP Full time
Job DescriptionJob Description

Summary
The Administrative Assistant for the Inside Sales Department will perform a variety of administrative tasks. The primary function of this role is to assist the Inside Sales team by entering and expediting orders on a daily basis.


Duties and Responsibilities
Order Entry

  • Enter all orders for sales rep which includes purchase orders, production orders, and transfers
  • Review all orders entered against the customer’s PO to ensure accuracy
  • Return order to sales rep for review
  • Email order confirmation to customers
  • File all orders at the sales rep’s desk by ship date or next expedited date (the 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 the salesperson
  • Request production schedule for all project orders which consist of:
  • Casting due dates, machining dates, test/assembly dates & ship dates
  • All production schedules should be expedited weekly
  •  
  • Notify customers of orders sitting in will call
  • File all closed/shipped orders at the sales rep’s desk

Return Authorizations (RMA’s)

  • Enter all return authorizations for sales rep
  • Return RMA to sales rep for review
  • Email RMA acknowledgments to the customer and provide a copy to the purchasing team.
  • File all RMAs at the sales rep’s desk by the expiration date listed on the RMA.

Vendor Returns

  • Provide a copy of the supplier’s vendor return and RGA to the warehouse.
  • Attach vendor return to the back of RMA

Miscellaneous

  • Provide packing lists, tracking info, invoices, MTRs, weights & dimensions, etc. for your sales rep and /or customers.
  • Offer additional assistance to the sales reps when workload allows.
  • Maintain a neat and organized workstation.

 

Knowledge, Skills, and Abilities

  • Energetic, self-starter with the ability to adapt to change in a highly dynamic work environment
  • Outstanding written and verbal communication, presentation, and time management skills
  • Microsoft Office proficiency
  • 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

Education and Qualifications

  • High School Diploma
  • 2-3 years’ experience in an inside sales support role
  • Oil/gas industry experience is preferred
Company DescriptionAIV is an global master distributor of high-quality valves and actuators, selling through distribution only. AIV headquarters was established in 1991 as a resource for hard-to-find, exotic alloy and specialty valves, AIV has built a reputation as a premier master distributor in this arena, serving as a trusted resource for the oil & gas, refining, chemical, petrochemical, power, pulp & paper and water treatment industries. For more information, please visit: www.aivinc.com.Company DescriptionAIV is an global master distributor of high-quality valves and actuators, selling through distribution only. AIV headquarters was established in 1991 as a resource for hard-to-find, exotic alloy and specialty valves, AIV has built a reputation as a premier master distributor in this arena, serving as a trusted resource for the oil & gas, refining, chemical, petrochemical, power, pulp & paper and water treatment industries. For more information, please visit: www.aivinc.com.

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