Sales Operations Assistant

MEI Rigging & Crating LLC•Chantilly, VA

About The Position

The Sales Operations Assistant supports the efficient operation of the sales department and provides assistance to the accounting department. The role supports sales staff with quote requests, booked jobs, and pending and ongoing projects so salespeople can focus on sales activities. It includes office-based administrative, customer communication, collections, documentation, coordination, invoicing, and reporting work. The position is performed in a standard office environment, including work at a computer terminal. Work involves extended periods of sitting, occasional walking, and lifting up to 10 pounds. The role requires safety awareness, teamwork, honesty, integrity, professionalism, open communication, and a commitment to delivering the quality service MEI customers expect. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The stated schedule is 8:00 a.m. to 5:00 p.m. Eastern Time.

Requirements

An associate’s degree or two years of experience in a sales operations capacity.
At least two 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 of employee and customer information as appropriate.
Ability to multitask and successfully process multiple activities.
Demonstrated ability to work effectively under deadlines and time frames with a customer-service demeanor.
Ability to work in a high-functioning team environment.
Safety awareness for oneself and everyone at the job site.
Honesty, integrity, professionalism, pride in work and the company, open communication, and a commitment to quality service.

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 salespeople are in the field.
Perform collection duties and document all collection-related communication.
Generate daily paperwork, including work orders and vendor purchase orders, ensuring pertinent information is noted and required documents are attached.
Communicate with customers as requested regarding 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 the sales department and the accounting department and/or rigging operations department.
Submit invoicing data, including job cost codes, for services performed, ensuring billing amounts comply with the schedule of values in customers’ AIA documents.
Track and maintain the accuracy of 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 documentation according to processes.
Follow up on submitted estimates and document customer communications.
Perform other sales or ad hoc responsibilities as needed.