Sales Administration Specialist

Job description

The Sales Administration Specialist is responsible for managing, processing and following through with all aspects of customer orders; from the receipt of the proposal to the delivery. This position is responsible for providing timely, accurate information for financial reporting for business analysis and closings as assigned. The Sales Administration Specialist is also responsible for ordering, maintaining and managing all showroom equipment, which includes regularly scheduled physical inventory counts, and provide backup assistance for other members of the team as necessary.

DUTIES AND RESPONSIBILITIESResponsible for customer orders and showroom equipment consisting of:Support sales activity while enforcing Lectra’s Sales Rules and Guidelines for order review and processing.Process new orders in Salesforce.com and Oracle timely and accurately.Closely monitor Sales Administration emails with prompt responses.Generate requests to renew, transfer and/or extend software licenses as required.Maintain detailed excel log of specific workflow activities for accurate records and order tracking.Maintain customer files for new orders plus any legal agreements (both electronically and hard copies).Provide weekly communications to cross-functional team members regarding all pending orders & potential challengesTrack and manage hardware shipments and deliveries utilizing assistance from approved carriers/forwarders.Maintain current freight/delivery charge templates and provide individualized freight quotes to Account Managers as necessary.Monitor and maintain customer install base in Oracle based systemWeekly communications with corporate office for optimal order processing, addressing customer requests and confirming delivery schedules.Chair meetings with cross functional team from all groups within company to review all open orders, scheduled deliveries, planned installations, trainings and to identify missing order data.Generate invoicing requirements for pending and completed orders.Deliver/Ship Software licenses and required components to customers for new orders.Manage all aspects associated with showroom equipment to include but not limited to: ordering, physical inventory counts, shipment planning for trade shows.Place orders with local vendors for approved hardware itemsGenerate intercompany invoices as necessary for proper reporting of cross-over sales.Work closely with Finance members for timely and accurate payment information.

Internal & External RelationsCollaborate with the North America Sales, Logistics, Finance, and Sales Administration teams as well as Lectra Headquarters.

EDUCATION AND/OR EXPERIENCE:A four year college degree strongly preferred and/or equivalent experienceMinimum of 5 years experience working in a customer service or sales support role

Profile description

POSITION QUALIFICATIONS: Excellent verbal and written communication skills (Working Spanish language proficiency preferred)Exceptional customer service skillsStrong organizational skills with attention to detail and ability to follow through to completionProblem solving and solution skillsMust be proficient using Microsoft products, particularly ExcelExperience working with major ERP and CRM systems, (experience with Oracle and Salesforce.com a plus)Ability to thrive in a fast paced, high energy, results oriented environment with enthusiasm, flexibility and a can-do attitudeLifting may be necessary during periodic inventory counts (up to 25 lbs).

We offer

Equal Opportunity Statement Lectra is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Lectra is also committed to compliance with all fair employment practices regarding citizenship and immigration status.