Administrative Assistant

Position Summary

The Sales Administrator is responsible for performing sales administration duties for the sales team and branch assigned.

Principal Duties and Responsibilities

• Keep office space and all work areas tidy and organized.
• Cover the office for visitors and deliveries.
• Distribute any deliveries to the appropriate employee.
• Maintain office supplies, toner and paper for office.
• Order employee business cards, brochures, proposal folders, and binding supplies as requested by sales and service.
• Fill all toner requests sent via email by the Supplies Helpdesk and ready for courier or customer pick up. Verify that inventory is relieved correctly out of inventory.
• Receive all parts from vendors in E-automate and distribute to service. Email service techs of packages arriving from GFI’s STL warehouse.
• Process all credit applications, payoff requests, ordering equipment, contract order packets and all processes for respective sales teams.
• Cover for other branch Sales Administrators on machines delivered to another GFI branch.
• Set up and maintain information in E-automate. Including Customer, Equipment, Sales Quotes and Sales Orders.
• Maintain, update and push equipment orders in Sales Force.
• Maintain information in Sales Score Keeper (SSK) for sales team assigned.
• Rout paperwork to the Order Processor and the Customer Service department for billing and to set up maintenance.
• Work with the Order Processor, Customer Service, Sales department and/or leasing companies regarding missing documents.
• Work with ITT Sales Administrators on all Inbound and Outbound equipment orders.
• Work with Operations and Purchasing on all equipment orders.
• Review billing and credit invoices for accuracy.
• Monitor and update sales pending spreadsheets.
• Process lease return instructions and coordinate the pickup and return of such equipment, this includes both immediate and GFI hold return equipment.
• Work with Customer Service to handle billing issues between customers and third-party finance/leasing companies.
• Work with third party financing/leasing companies on co-term rates, addendums and questions on processes or order packets.
• Gather necessary paperwork for inventory counts. Or send necessary paperwork for inventory counts to the St Louis Warehouse Administrator. St Louis Warehouse Administrator will also request for weekly cycle counts.
• Conduct and coordinate monthly inventory counts for Equipment, Supplies and Parts as needed in your area.
• Back up other Sales Administrators in their absence.
• Order toilet paper, roll paper and other items as needed for the office.
• Order lunches for demos/customer meetings with sales
• Update TVs with welcome sign for customers coming into the office
• Stock kitchen supplies, ensure countertops are cleaned, and load/unload dishwasher as needed
• Perform other basic clerical and sales administration duties as requested

Customer Service

• Address all customer issues quickly, professionally, and without bias
• Interact with customers for the purpose of ensuring the highest level of customer satisfaction with the products and services that GFI offers
• Assist the Sales Department with customer issues
• Exhibit professional appearance and demeanor at all times
• Maintain productive, professional relationships with all GFI employees, customers, and vendors
• Support all company policies and decisions