Sales Administrator at AIDA-America Corporation – Dayton, Ohio

SCOPE:

The purpose of this position is to provide assistance to the Sales department. This assistance is outlined in the Job Function Section. Primary position requirements are to provide administrative support for the Sales Group, to prepare customer proposals, field daily inquiries from and to interface with Sales, and to assist in development and maintenance of various Sales reference tools, reports and databases.

EDUCATION:

Associate’s degree in Business or related field, or equivalent experience.

PERSONAL SKILL

SET: Ability to organize data and numbers into usable form for ease of future reference. Must be able to coordinate across departments. Ability to work to deadlines. Analytical and detail oriented. Commitment to process improvement.

REQUIREMENTS: Two (2) to three (3) years of progressive experience in a support or administrative capability, preferable in a capital equipment environment. Order administration, inside sales, or customer service experience are all strong plusses. In-depth experience in database management and Microsoft Office is also favorable.

Knowledge of Microsoft Office products – Word, Excel, Powerpoint, Project, and Access. Ability to learn and use Microsoft-based CRM (customer relationship management) software package. SAP experience a strong plus.

Excellent oral, written, and interpersonal skills.

Ability to work additional hours as required by workload.

JOB FUNCTIONS: Handle functions assigned as detailed within the department’s order process workflow.

Prepare proposals for AIDA products for submittal to RSMs and customers in conjunction with Product Managers, Project Managers, and sales management.

Handle routine Sales Requests submitted by Regional Sales Managers (RSMs), Transplant Sales Managers, Distributors, and Sales Management.

Work in conjunction with Product Managers, Project Managers, and sales management regarding cost estimating queries (QCDs) – within AAC and to sister divisions.

Prepare and compile documents, at direction of sales management, to facilitate the proposal process (i.e. option lists with pricing, standard features, etc.) and tools, which will represent references for commonly asked questions and issues.

Update “master” proposal documents, Command Sheets, and Proposal Realization Worksheets.

When needed, prepare special proposal binders including, sectional tabs, vendor literature, drawings, product CDs, etc.

Field inquiries from field Sales personnel regarding status of quotes and all other requests. Coordinate with sales management, sales associates, and other AAC personnel as necessary regarding status.

Prepare ad hoc “letter” or supplemental quotes (or responses to requests for information) and other sales correspondence as needed.

Distribute proposals per instructions of PRF (proposal realization form). Ensure that proposals contain the required literature, technical brochures, requisite drawings, and third party information.

File proposals and all related materials. Document relevant data in CRM system.

Maintain Proposal/Proposal Request Matrix including updated information on proposal status from sales managers.

Prepare Sales Order Folders and Distribute Command Sheets or like documentation as part of department order procedures.

Special Orders preparation.

Create Sales Orders in SAP for new press sales and Special Orders. This includes the input of invoice triggers.

Management and issuance of monthly Stock List. Monitor Stock List status via continual interaction with Scheduling.

Order stock presses per the revolving import stock press program. Maintain historical binders for all stock presses.

Prepare Command Sheets for stock gap frame and straight side presses. Command Sheets to be approved by Manager, Sales Administration.

Prepare Distributor Agreements and maintain binders for distributor contracts and

correspondence.

Assist in the preparation and maintenance of Price Books, Proposal Realization, Cost Worksheets, and other controlled documents, i.e., forms, work instructions, policies, etc.

Assist the Manager, Sales Administration, as well as Vice President of Sales & Marketing to ensure that the department is able to support company objectives and metrics.

Prepare Monthly Sales Reports as required.

Maintain hard copy and electronic files on an annual basis. Re-locate files as needed due to space constraints.

Maintain and order office supplies for department.

All associates shall:

· Know the AAC Corporate, Associate and Customer Vision and the AAC Quality Policy and conduct daily work in a manner that supports achievement of such.

· Perform daily work in compliance with AAC’s objective to continuously improve AAC’s QMS. In order to do this associates must a) understand the definition of “good quality” as it pertains to their work, b) notify supervisor of poor incoming quality issues from upstream suppliers which can take the form of materials, information or processes, c) notify supervisor of poor intra-departmental quality issues which can take the form of material, information or processes, and d) work in a constructive manner to satisfy downstream customers and upstream suppliers to solve problems.

· Understand and work to support achievement of corporate and departmental objectives.

· Work with supervisor to establish and meet individual training and development goals.

· Know and abide by all company policies.

· Act in a professional and ethical manner.

All of the above functions are essential for the position. Reasonable accommodations for disabilities (as defined in the Americans with Disabilities Act) will be made. All qualification/requirements listed indicate the minimum levels of knowledge, skills, experience and/or abilities deemed necessary to perform effectively. Quality is a critical factor of job performance. This position description is not to be construed as an exhaustive statement of accountabilities, duties, responsibilities of requirements. Any individual may be required to perform any other job-related activities or functions requested by his/her manager, subject to reasonable accommodation.