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 a diverse range of global clients. Engage in purchasing and expedite orders from both domestic and international suppliers while ensuring precision in all data entry tasks. Maintain regular communication with clients and vendors in Japan, and offer comprehensive office support.


Key Responsibilities:
Manage incoming calls and inquiries on a daily basis.
Process customer orders and oversee inventory management, which includes:
- Accurate data entry of sales orders
- Handling customer invoicing
- Sourcing parts according to client specifications
- Managing purchase order receipts
- Preparing shipments along with necessary documentation
- Updating customers on order statuses and addressing concerns as required
- Communicating with domestic and international suppliers regarding purchase orders, including expediting, pricing, and delivery details
- Utilizing EDI functions as necessary
- Coordinating shipping logistics with clients, suppliers, freight forwarders, and third-party warehouses to fulfill customer needs
- Preparing shipping documents for both domestic and international shipments as required
- Maintaining and updating the Quote Master and Delivery Control Sheet on projects
- Conducting file maintenance for customer and part records as needed
- Managing requests for quotations from vendors and clients, negotiating optimal pricing, lead times, and minimum order quantities
- Generating reports as requested by Sales Managers
- Investigating and resolving inventory discrepancies for assigned clients
- Assisting the Accounting Department in addressing various customer account issues
- Interacting with clients, suppliers, colleagues, management, and others on a daily basis
- Creating and maintaining work instructions for projects as necessary
- Training new team members as required

Additional Responsibilities:
- Inspecting products for quality assurance as needed
- Processing returns when necessary
- Conducting customer visits as required
- Supporting ISO compliance as needed
- Assisting in the management of damage claims from clients and resolving issues with suppliers
- Participating in physical inventory counts twice a year
- Handling return merchandise authorizations and other claims from clients, including credits and debits as necessary
- Following up with clients regarding environmental surveys on products, such as lead-free and RoHS compliance
- Assisting in physical inventory counts twice a year
- Undertaking other duties or special projects as assigned by management as needed

General Office Functions:
- Ordering office and shipping supplies while maintaining receipt records as necessary
- Coordinating with contractors for office maintenance as needed
- Sorting and distributing incoming mail and packages; checking and collecting mail from the mailbox as required
- Arranging outgoing mail as necessary
- Managing petty cash and bank account by preparing monthly expense and balance reports

Qualifications:
- Bi-lingual proficiency in English/Japanese or English/Spanish is preferred but not mandatory
- High School Diploma or GED
- Previous experience in Sales, Marketing, and Logistics
- Strong understanding of customer service and sales processes
- Ability to communicate effectively (both verbally and in writing) in a professional manner with employees, clients, suppliers, and company contacts
- Minimum of one year of experience in Customer Service, Inventory Control, Purchasing, or Inside Sales
- Proficient computer skills necessary to perform essential job functions, including familiarity with Word, Excel, Outlook, and the ability to learn the company’s information system
- Typing speed of at least 45 words per minute
- Physical capability to lift packages weighing up to 20 lbs. (for women) or 50 lbs. (for men)

Competencies:

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

- Strong organizational skills
- Attention to detail and accuracy
- Ability to manage multiple tasks simultaneously
- Self-motivated with a proactive approach
- Effective time management skills with minimal supervision
- Ability to prioritize tasks and meet deadlines
- Excellent customer service and follow-up abilities
- Team-oriented mindset
- Capability to independently research, analyze, and resolve issues
- Maintain a professional and positive demeanor in all interactions
- Strong interpersonal skills and ability to collaborate effectively
- Commitment to a strong work ethic, including attendance and reliability

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