Sales Administration Assistant

2 weeks ago

Toronto, Canada Independent Mechanical Supply Inc. Full time

**Responsibilities**:
**Open Orders**:

- Work with the Outside and Inside sales teams to determine the validity of outstanding customer orders.
- Contact customers to confirm orders and coordinate with the inside sales team to have materials shipped to customers or coordinate order cancellations if necessary.

**Expediting**:

- Verify the accuracy and validity of customer order dates.
- Monitor and track the progress of orders to ensure materials arrive by the estimated time of arrival (ETA) date.

**Credits and Rebills**:

- Issue customer pricing credits and rebills

**Returns**:

- Coordinate with the sales (outside and inside) and warehouse teams to obtain Vendor Return Merchandise Authorization (RMA) for returning materials.

**Customer Discount Sheets/Letter**:

- Respond to requests from Outside Sales Representatives (OSRs) to send customer discount sheets or letters.
- Prepare and distribute the requested documents accurately and in a timely manner.

**Administrative Sales Support**:

- Assist with administrative tasks as requested by the sales team.

**Coordinating Payments to Customers**:

- Collaborate with the appropriate departments, such as Accounting/Accounts Payable (AP) and the Sales team, to facilitate the timely processing and delivery of rebates to customers.

**Usage Reports**:

- Send customer or Outside Sales Representatives (OSRs) usage reports upon request.
- Ensure the reports are delivered within the specified timeframe.

**Vendor Purchasing Reports for Credits**:

- Prepare and send purchasing reports to vendors for credit purposes.
- Maintain accurate records and ensure prompt communication with vendors.

**Customer Contact File Maintenance**:

- Update and maintain the Customer Contact File in AS400 by working closely with the Outside Sales Representatives (OSRs).
- Ensure the contact information is accurate and up to date.

Other
- Other duties as assigned

Mandatory Requirements
- High school diploma or equivalent; additional relevant certifications or education is a plus.
- Proven experience in an administrative or support role, preferably in a sales, finance, or customer service environment.
- Strong organizational skills with the ability to handle multiple tasks and prioritize effectively.
- Excellent written and verbal communication skills.
- Proficient in using O365, computer systems, databases, and software such as AS400.
- Attention to detail and ability to maintain accuracy in data entry and record keeping.
- Ability to work collaboratively with cross-functional teams and build positive relationships.
- Strong problem-solving skills and ability to adapt to changing priorities.
- Knowledge of sales processes and terminology is desirable.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Ability to adapt to changing priorities and work in a fast-paced environment.

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