Administrative Specialist

Summary

The Administrative Assistant provides reliable support to the sales team to improve efficiency and drive sales volume increases. The Administrative Assistant will communicate with clients to obtain missing information, organize order documentation, provide data entry, and perform various clerical duties. They will work with clients, sales representatives, and office personnel. As valuable support staff, they follow directions and use their own initiative to keep business running smoothly.

Essential Duties and Responsibilities

Clerical     

• Contacting clients by phone or email to obtain missing order documents

• Including but not limited to: W9s, tax exempt certificates, credit applications, success form, shipping   form, etc
• Maintaining and updating sales and customer records
• Answering inbound calls and transferring to appropriate department as necessary
• Greeting visitors to corporate office

Data Entry

• Create new client locations in CRM (link parents/subsidiaries)
• Map client locations and travel time for multi-site spreadsheets

Sales & Service Support

• Coordinate Nationwide Power single point of contact for clients with multiple offerings/proposals
• Assist with compiling and submitting client bids/RFP
• Assist with subcontractor follow up on quotes
• Assist with Company’s access to client web portals
• This position will also work hand in hand with Contracts and various internal & customer web portals
• Collaborate with other departments to ensure successful transactions
   

Requirements

• Strong attention to detail and follow through on all tasks
• Strong computer skills with working knowledge of Word, Excel, Outlook, Adobe PDF
• Excellent customer service, verbal communication, people skills, business writing skills
• Ability to multi-task in busy environment. Sales experience helpful
• Seeking self-motivated individual with the ability to work independently
• Seeking candidate who is looking for long-term employment with growth potential

Physical Demands

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and /or move up to 50 pounds.   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually quiet.

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job.  However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.