Sales Operations Assistant

MEI Rigging & Crating•Chantilly, VA

About The Position

The Sales Operations Assistant supports the efficient operation of the sales department and provides support to accounting. The role handles estimates, collections, sales and project documentation, customer communications, work order coordination, job packets, invoicing data, CRM sales projections, warehousing records, vehicle permits, and employee credit card documentation. This support enables sales staff to focus on sales activities. The position requires discretion with confidential information, strong organization and communication, the ability to manage multiple activities and deadlines, and a customer-service demeanor. The work is performed in a standard office environment, including computer work, with occasional walking and lifting up to 10 pounds. The schedule is 8:00 a.m. to 5:00 p.m. Eastern Time.

Requirements

Associate’s degree or 2 years of experience in a sales operations capacity.
At least 2 years of experience working with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Familiarity with Salesforce or other CRM systems, including experience with a web-based CRM system.
Ability to adhere to company processes and drive improvements.
Self-starter with an outgoing personality.
Excellent written and oral communication and interpersonal skills with internal and external stakeholders.
Excellent organizational, detail-oriented, and time-management skills.
Ability to maintain discretion and confidentiality regarding employee and customer information as appropriate.
Ability to multitask and successfully process multiple activities.
Demonstrated ability to work effectively under deadlines and within time frames while maintaining a customer-service demeanor.
Ability to work in a high-functioning team environment.
Commitment to safety, honesty, integrity, professionalism, and pride in work.
Work involves extended periods of sitting, occasional walking, and lifting up to 10 pounds.

Nice To Haves

Bachelor’s degree preferred.
Two years of experience in a fast-paced construction industry environment preferred.

Responsibilities

Assist with or complete estimates requiring immediate attention while salespersons are in the field.
Perform collection duties and document collection-related communications.
Generate daily paperwork, including work orders and vendor purchase orders, ensuring relevant information is recorded and required documents are attached.
Communicate with customers about matters such as change orders, storage confirmations, and new customer information packets.
Coordinate work order requirements, including equipment, customer, and labor needs, and communicate with dispatch for the digital job board.
Administer the job packet process, from collecting documents through preparing packets for final review and submission to accounting for customer invoicing.
Create, update, and maintain documents and spreadsheets related to customers, project costs, and special projects.
Complete employee clearance and badging documents for secured job sites while maintaining confidentiality.
Apply for and obtain vehicle permits for oversized loads and/or cranes according to state requirements.
Serve as a liaison between sales and accounting and/or rigging operations.
Submit invoicing data, including job cost codes, and ensure billing amounts comply with the schedule of values in customers’ AIA documents.
Track and maintain accurate sales projections in the CRM system.
Develop and update warehousing inventory spreadsheets and submit storage billing data monthly.
Reconcile and retain employee credit card transactions and related documentation according to processes.
Follow up on submitted estimates and document customer communications.
Perform other sales or ad hoc responsibilities as needed.
Maintain awareness of safety for oneself and others at job sites and contribute to a high-functioning team environment.
Communicate openly, uphold honesty, integrity, and professionalism, and deliver the quality of service expected by MEI customers.