Document Specialist I

About the Role

Vallen's Document Specialist is an individual contributor (on-site) who aids the operations team in support of sales. Sales Support associates engage internal customers and drive efficient services by providing clerical assistance following standard operating procedures (SOPs). This role supports the implementation and communication of sales processes.

Responsibilities

• Supports the use of sales opportunity tracking tools by providing clerical assistance.
• Works within a team on special nonrecurring and ongoing projects, which may include assisting with the preparation and coordination of multiple presentations, disseminating information, and coordinating direct mailings.
• Supports the distribution of common sales reports, sales documentation, guidelines, and updates.
• Takes messages, fields/answers routine questions, and routes calls to appropriate teams. Works in cooperation with other associates to cover phones.
• Sorts and distributes mail. Responds to regularly occurring requests for information. Prepares outgoing mail.
• Performs other duties and works on special projects as assigned.

Requirements

• High School diploma and 4+ years of relevant sales support experience.
• Preferred: Associate degree (e.g., Business, Communication, etc.) with a minimum of 2 years of relevant sales support experience.
• Must be a self-starter with the ability to work with little supervision.
• Must demonstrate good time management skills.
• Ability to plan, organize, and execute tasks effectively.
• Possess excellent customer service skills.
• Demonstrate the ability to complete tasks correctly and in a timely manner.
• Proactive and positive team approach to problem resolution.
• Ability to establish strong working relationships with co-workers and management.
• Must have the ability to understand and carry out instructions furnished in written, oral, or diagram form.
• Demonstrated skills using Microsoft Office, including Word, Excel, Outlook, and PowerPoint.

Work Environment & Physical Demands

Reasonable accommodations will be evaluated and may be implemented to enable individuals with disabilities to perform essential functions of this position.

• This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.
• The work environment is generally favorable with adequate lighting and temperature, and no hazardous or unpleasant conditions caused by noise, dust, etc.
• Long periods of time working on a computer and performing repetitive keyboarding activities.
• Long periods of time performing work over the phone and participating in group conference calls.
• Frequently required to sit and/or stand.
• May be required to occasionally lift and/or move up to 20 pounds.

Benefits

• Medical, Dental, and Vision Insurance for Single, Employee + Spouse or Children, and Family Coverage.
• 401(k) with discretionary company match of $0.50 on the $1.00 up to 6% of pay (U.S. positions only).
• Employer-paid Basic Life Insurance for Employee, Spouse, and Dependents.
• Employer-paid Short-Term and Long-Term Disability Benefits and Parental Leave (and any leave required under federal, state, and local laws).
• Health Care and Dependent Care Flexible Spending Accounts.
• Paid Time Off (Vacation and Sick Days): 80–160 hours of vacation time based on seniority, accrued monthly and prorated from date of hire. 40–56 hours of sick time per year based on seniority and advanced upon hire.
• Paid Time Off (Holidays): 8 scheduled holidays plus 2 floating holidays.
• Employee Assistance Program.
• Employee Resource Groups for networking and team building.
• Tuition Reimbursement Program.
• Employee Referral Program.
• Safety shoe and safety glasses reimbursement (based on position).
• Employee discounts through BenefitHub.
• Advancement opportunities.

Vallen complies with all minimum wage laws.