Sales Operations Coordinator

4 weeks ago

Chantilly, Virginia, United States MEI Rigging & Crating Full time
Sales Operations Assistant Job Description

At MEI Rigging & Crating, we are seeking a highly skilled and detail-oriented Sales Operations Assistant to join our team. As a Sales Operations Assistant, you will play a critical role in supporting the sales department by performing various tasks, including quote requests, job management, and customer communication.

Key Responsibilities:
  • Support Sales Team: Assist sales staff with quote requests, job management, and customer communication to ensure efficient sales operations.
  • Estimate Management: Assist or complete estimates requiring immediate attention while sales staff are in the field.
  • Collection and Documentation: Perform collection duties and document all collection-related communication.
  • Administrative Tasks: Generate daily paperwork, such as work orders, vendor purchase orders, and ensure all pertinent information is noted and necessary documents are attached.
  • Customer Communication: Communicate with customers as requested regarding change orders, storage confirmations, new customer information packets, and other matters.
  • Job Packet Process: Coordinate work order requirements (equipment, customer, labor) and communications with dispatch for the digital job board.
  • Document Management: Administer the job packet process from the collection of job packet documents through preparing packets for final review and submission to the accounting department for customer invoicing.
  • Reporting and Analysis: Create, update, and maintain documents and spreadsheets related to customers, project costs, and special projects.
  • Clearance and Permits: Complete employee clearance/badging documents for secured job sites with the highest level of confidentiality and apply for and obtain vehicle permits for oversized loads and/or cranes according to each state's requirements.
  • Liaison and Communication: Perform as liaison between the sales department and the accounting department and/or rigging operations department.
  • Invoicing and Tracking: 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.
  • CRM Management: Track and maintain the accuracy of sales projections within the CRM system.
  • Inventory and Billing: Develop and update warehousing inventory spreadsheets and submit storage billing data monthly.
  • Reconciliation and Retention: Perform reconciliation and retention of employee credit card transactions and documentation per processes.
  • Follow-up and Communication: Follow up on submitted estimates and document customer communications.
Requirements:
  • Experience: 2 years of experience in a sales operations capacity.
  • Skills: A minimum of 2 years of experience working in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Preferred Qualifications:
  • Industry Experience: 2 years of experience in a fast-paced construction industry environment.
  • CRM Experience: Familiarity with Salesforce or other CRM systems.
Professional Qualifications:
  • Process Adherence: Ability to adhere to company processes and drive improvements.
  • Self-Starter: Self-starter, outgoing personality.
  • Communication Skills: Excellent written and oral communication and interpersonal skills with internal and external stakeholders.
  • Organizational Skills: Excellent organizational, detail-oriented, and time-management skills.
  • Discretion and Confidentiality: Effectively able to maintain discretion and confidentiality of employee and customer information as appropriate.
  • Multi-Tasking: Ability to multi-task and process multiple activities successfully.
  • Time Management: Demonstrated ability to work under deadlines and time frames effectively with a customer service demeanor.
Physical Requirements & 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 essential functions.

Other Requirements:

Must be able to work in a highly 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.

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