Sales and Procurement Support Specialist

The Sales and Procurement Support Specialist assists the sales and procurement teams by performing all administrative and clerical tasks, as well as backing up roles in the Procurement and Sales Departments as necessary in the areas of corrugated purchasing and clamshell purchasing.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Responsible for tracking bill of ladings and proof of deliveries
• Resolving invoice discrepancies
• Purchase order tracking and organizing
• Producing forecast updates in conjunction with sales representatives and warehouse managers   Responsible for assisting with Quoting Process
  • Receives quote requests from sales.
  • Reviews quotes and clarifies intent.
  • Sends request to appropriate buyer, to obtain current buy price for item
  • Coordinates and includes other pricing (freight, print plates, cutting dies, make-up fees)
  • Add appropriate margin percentages, as outlined by Procurement manager.
  • Provides pricing to Procurement manager and Sales team to collaborate on final prices to present to customer.
  • Once customer approves, obtain signed PA from Sales and file in appropriate filing system. Inform buyers to execute purchases.

• Organizing product costing and pricing
• Data entry- quotes and sales orders
• Creating part numbers and pricing updates in the system
• Ordering supplies-office, coffee, and cleaning supplies
• Maintaining an accessible and organized filing system for sales department
• Arranging travel and accommodations when necessary
• Coordinating lunch/snacks for meetings
• Maintaining company phone and cell phone list
• Maintaining company vehicle list
• Other duties as assigned

GENERAL JOB PERFORMANCE STANDARDS:

KNOWLEDGE OF WORK
Possesses knowledge of the job which is essen­tial to perform the specif­ic related work func­tions. 

QUANTITY OF WORK
Completes an appropriate volume of satisfactory work under normal conditions. Produces results.

QUALITY OF WORK
Consistently demonstrates accuracy, thoroughness, neatness and d­ependability to produce work within acceptable stan­dards.

TIMELINESS
Completes assignments on or ahead of schedule.

ABILITY TO LEARN NEW DU­TIES
Interprets, learns and re­sponds to instructions for new situa­tions, procedures or methods.

JUDGEMENT and COM­MON SENSE
De­cisions/actions are sound including safety aware­ness and knowledge of customer base.

COOPERATION
Willing to work with others toward common goals.

COMMUNICATIONS
Demonstrates relevance and clarity of written and oral expression. Effective in exchanging ideas and information.  Able to discuss technical aspects of new products with engineering experts, sales staff and customers.

INITIATIVE
Ability to originate, develop or create new ideas or take steps to get things done.

PROBLEM SOLVING
Identifies and evaluates alternate solutions and selection of the most appropriate c­ourse of action.

ATTENDANCE and PUNCTUALITY
Shows daily ability to be at work at scheduled time, including being prepared to work on time after breaks, meal periods and other authorized absences from work.

QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• 3-5 years of administrative support experience
• Associates Degree

LANGUAGE SKILLS:

• Ability to write reports, business correspondence, and procedures with conformance to the prescribed style and format. Ability to effectively present information.
• Bilingual English/Spanish is required.

MATHEMATICAL SKILLS:

• Ability to work with general mathematical concepts.

OTHER SKILLS AND ABILITIES

• Must be well organized and a self-starter.
• Must possess exceptional written and verbal communication skills.
• Must be able to multitask and prioritize in accordance with changing deadlines and priorities.
• Must work well in a team environment. Possess great interpersonal and customer service skills.
• Must be able to make sound independent decisions based on available data.
• Must be able to work with a variety of personalities in an effective manner.

PHYSICAL DEMANDS & ENVIRONMENTAL CONDITIONS:

ENVIRONMENT:

• Approximately 100% of the time performing job duties is spent indoors, within a standard office environment.
• Approximately 60% of the time is spent on the computer.
• While performing the duties of this job, the employee works near moving mechanical parts and is occasionally exposed to the risk of electric shock.
• Noise level in the work environment is usually moderate.
• The temperature of the work environment is moderate and ranges from 65 – 80 degrees.

PHYSICAL DEMANDS:

• Seldom (1–5%): drive, and reach above shoulders
• Occasionally (6-33%): bend, twist, push, pull, climb, squat, crawl, kneel, and drive
• Frequently (34-66%): sit, reach with hands and arms; climb or balance; stand and walk; grasp with hands and fingers; and lift up to 20 lbs.
• Continuously (67-100%): use hands to finger, handle or feel objects, tools, or controls; see (including close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus), hear and speak; key (i.e., computer, calculator, telephone); and lift (up to 10 lbs.).

MACHINES, TOOL AND EQUIPMENT:

• Seldom (1–5%): automobile
• Occasionally (6-33%): copier, fax, and 10-key calculator
• Frequently (34-66%): computer
• Continuously (67-100%): writing instruments and telephone

TRAVEL:

• This job requires minimal routine travel within proximity to the regular assigned work location.