Sales Support Specialist

2 weeks ago

Elk Grove Village, Illinois, United States Interplace Full time

Sales Support Specialist (Inside Sales Position Summary):

Deliver exceptional customer service, manage order processing, provide sales assistance, and oversee inventory management for international clients; procure and expedite orders from both domestic and overseas suppliers; ensure a high level of precision in all data entries; maintain regular communication with clients and vendors in Japan; offer general administrative support.


Key Responsibilities:
Respond to phone inquiries on a daily basis
Manage customer orders and inventory – daily tasks include but are not limited to:
Data entry for sales orders
Invoice processing for customers
Source parts according to client specifications
Receive purchase orders
Prepare shipments along with necessary documentation and bills of lading
Update customers on order status or related inquiries as needed
Communicate with domestic and international suppliers regarding purchase orders – expediting, pricing, and delivery on a daily basis
Utilize EDI functions as required
Coordinate shipping logistics with clients, suppliers, freight forwarders, and third-party warehouses to fulfill customer needs on a daily basis
Prepare shipping documents for domestic or international shipments as necessary
Maintain and update Quote Master and Delivery Control Sheet for projects on a daily basis
Conduct file maintenance for customer and part records as needed
Handle requests for quotations from vendors and clients; negotiate optimal pricing, lead times, minimum order quantities, etc.; comprehend their requirements and expectations to prepare accurate quotations as necessary
Generate various reports upon request from Sales Managers as needed
Investigate and resolve inventory discrepancies for assigned clients as necessary
Assist the Accounting Department in addressing various issues with customer accounts as needed
Engage with clients, suppliers, colleagues, management, and others on a daily basis
Create and maintain operational instructions for projects as necessary
Train new staff as required

Additional Responsibilities:
Inspect products for quality assurance as needed
Process returns as necessary
Conduct customer visits as required
Support ISO compliance as needed
Assist in managing damage claims from clients and resolving issues with suppliers as necessary
Participate in physical inventory checks twice a year
Handle returns merchandise authorizations, freight adjustment requests, and other claims from clients, including credits and debits, as needed
Follow up with clients regarding environmental surveys on products, such as lead-free and RoHS compliance as needed
Assist in physical inventory checks twice a year
Perform other duties or special projects as assigned by management as needed

General Office Duties (Supplemental):
Order office and shipping supplies and maintain receipt records as needed
Coordinate with contractors for office maintenance as needed
Sort and distribute incoming mail and packages; check and collect incoming mail as needed
Arrange outgoing mail as needed
Manage petty cash and bank account by preparing expense and balance reports at month-end

Qualifications:
Bi-lingual in English/Japanese or English/Spanish preferred but not mandatory
High School Diploma or GED
Previous experience in Sales, Marketing, and Logistics
Strong knowledge and understanding of customer service and sales processes
Ability to communicate professionally and clearly in both oral and written forms when interacting with employees, clients, suppliers, and company contacts
A minimum of one year of experience in any of the following: Customer Service, Inventory Management, Purchasing, Inside Sales
Proficient computer skills necessary to perform essential job functions, including expertise in Word, Excel, Outlook, Internet, and ability to become proficient in the company’s information system
Ability to type at least 45 words per minute
Physical capability to lift packages weighing up to 20 lbs. (female) or 50 lbs. (male)

Competencies:

To excel in this role, an individual should demonstrate the following competencies:

Organized
Attention to detail and accuracy
Ability to handle multiple tasks
Self-motivated
Time management skills with minimal supervision
Ability to prioritize and meet deadlines
Strong customer service and follow-up skills
Team-oriented mindset
Ability to independently research, analyze, and resolve issues
Maintain a professional and positive demeanor whether working independently or in a team
Ability to collaborate effectively with others
Exhibit a strong work ethic, including reliability and attendance.

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