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Administrative & Sales Support
Clerical, Administrative, Customer Service
JOB SUMMARY
Monday-Friday 7:30am-5pm
The Administrative & Sales Support Specialist plays a vital role in ensuring the smooth and efficient processing of sales orders and supporting the sales team's activities. This position is responsible for a range of tasks, including order entry, inventory management, customer communication, and basic accounting functions, contributing to a seamless sales cycle and a positive customer experience.
ESSENTIAL DUTIES AND RESPONSIBILITIES
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Order Processing:
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Enter sales orders accurately and efficiently into the company's system (e.g., P21).
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Process credit card orders received via email.
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Confirm packing lists and ensure order accuracy.
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Manage Return Merchandise Authorizations (RMAs) and related paperwork.
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Inventory Management Support:
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Download and manage inventory reports, including stock purchase orders, ENOW daily sales, and other relevant data.
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Monitor inventory levels and assist in resolving discrepancies.
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Assist with cycle counts and physical inventory activities.
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Customer Service & Communication:
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Respond to customer inquiries and requests via phone and email.
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Assist "Will Call" customers with order pickup.
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Provide timely and accurate quotes to customers.
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Basic Accounting & Administrative Tasks:
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Check and sort incoming mail.
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Copy and mail checks to Electrical Source.
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Scan vendor purchase orders and invoices to Accounts Payable (A/P).
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Scan eBay purchase orders to A/P.
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Perform customer/vendor maintenance in the system.
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Assist with payroll-related tasks, such as generating daily P/I P/O reports.
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Manage collections and follow up on outstanding payments.
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Reporting & Analysis:
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Generate and distribute daily sales reports.
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Create Tuesday morning quote reports.
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Data entry and verification:
*Verify salesforce information, and sales that are being asked for.
METRICS
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Order entry accuracy rate
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Timeliness of order processing
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Responsiveness to customer inquiries
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Efficiency in resolving order-related issues
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Accuracy of inventory records
QUALIFICATIONS
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Proven experience in order entry, customer service, or administrative support.
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Strong attention to detail and accuracy.
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Excellent communication and interpersonal skills.
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Ability to handle high-volume, fast-paced environment
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Ability to work well with other employees
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Strong communication skills
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Strong computer skills
KNOWLEDGE & SKILLS REQUIRED
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Proficiency in Microsoft Office Suite (especially Excel).
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Experience with ERP systems (e.g., P21) is a plus.
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Ability to work independently and as part of a team.
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Ability to multitask and prioritize tasks effectively.
EDUCATION & EXPERIENCE
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High school diploma or equivalent required.
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Associate's degree in Business Administration or a related field preferred.
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[1-2] years of experience in order entry, customer service, or sales support preferred.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Continuous sitting and repetitive hand motion
• Lifting requirements include occasional lifting of up to 30 pounds.
WORK SCHEDULE
Hours are typically 7:30am to 5:00pm. However, your duties may be expanded based on the needs of the General Manager and supported individuals. In those instances where it may become necessary to work beyond regular hours, overtime will be paid but must be approved by the Branch Manager services before the occurrence.
EMPLOYER'S RIGHTS
This job description does not list all the duties of the job. You may be asked by supervisors or managers to perform other duties. You will be evaluated in part based upon your performance of the tasks listed in this job description. The employer has the right to revise this job description at any time. The job description is not a contract for employment, and either you or the employer may terminate employment at any time, for any reason.
This position is located at 9595 Sunbeam Center Drive, Jacksonville, FL. View the Google Map in full screen.