We are looking for a motivated team member to handle daily Administrative Specialist functions for OSCO Safety. This individual will be responsible for entering and managing sales orders and quotations, creating and releasing purchase orders, onboarding new clients and coordinating material shipments. This individual should thrive in a fast paced, high pressure environment and be highly invested in accurate results. This individual must be goal oriented, self-sufficient, and be willing to learn new tasks in the spirit of organizational growth.

Job duties will include:

I. Sales Order Management

  • Accurately process and record customer orders within the company’s ERP & CRM systems, ensuring timely and error free execution.
    • Ability to translate customer POs into OSCO related language.
    • Ensure product, pricing, and shipping information are complete and accurate.
    • Work with customer & internal teams, such as sales, logistics, warehouse, and other departments as needed to ensure smooth order progression.
    • Monitor orders to ensure timely delivery to customer.
    • Process credit card payments, when applicable.
    • Ensure sales orders are closed out properly immediately after shipment and all invoicing is complete.
    • Follow-up with customers after shipment of products to ensure delivery accuracy.
    • Address and resolve any discrepancies or issues that arise with orders, ensuring customer satisfaction.

II. Material and Service Quotations

  • Process incoming quote requests from customers and sales team within company’s CRM system, ensuring all necessary information and technical specifications are captured.
    • Ability to translate customer needs into OSCO related language.
    • Ability to read or interpret technical documents, such as project specifications, bills of materials, and drawings.
    • Determine if OSCO’s product/service offerings fit the customer requested scope.
    • Work with internal teams, such as project management, sales, engineering, and others as needed to ensure all aspects of quote are accurate and complete.
    • Present quote to customer and answer any questions that they may have related to products or quote.
    • Track outstanding quotes within company’s CRM system and communicate with customers and internal sales team to determine their status and encourage conversion into orders.
    • Convert accepted quotes into sales orders.

III. Purchase Orders

  • Accurately create purchase orders within company’s ERP system and send to vendors, maintaining clear communication, and documentation.
    • Ability to monitor inventory levels of stocked products & reorder as needed.
    • Work with vendors to confirm order details, delivery schedules, and resolve any discrepancies.
    • Track shipments, verify the quantity and accuracy of delivered items, and ensure PO’s are closed out correctly.
    • Maintain accurate records of purchases, pricing, delivery information, and vendor performance.
    • Help build and maintain good relationships with vendors to ensure smooth and efficient procurement processes.
    • Work with accounts payable to ensure invoices from vendors are paid in a timely manner.

IV. New Client Onboarding

  • Assist in set up of new customer accounts within company’s ERP & CRM systems, ensuring all information is accurate and complete.
    • Collect customer information, such as W-9, sales tax exempt forms, and any other necessary documents required to set up a new customer account.
    • Act as primary point of contact for new clients, guiding them through the set up process, answering questions and resolving initial set up challenges.
    • Work with internal accounting team & customer to ensure timely execution of credit approval process.
    • Update new customer account information within company’s CRM System.

V. Shipment Coordination

  • Organize, coordinate, and ensure accurate and timely handling of both inbound and outbound shipments.
    • Serve as point of contact for vendors and carriers to ensure all shipment documents are accurate & pick-ups are scheduled.
    • Maintain accurate shipping records within ERP & CRM systems.
    • Proactively identify and resolve any issues or discrepancies that arise during the shipping process.

VI. Additional Administrative Tasks

  • Ability to assist with additional administrative tasks as they arise or are needed.

VII. Fill-in Duties

  • Able to handle day-to-day duties of Sales Account Manager when/if needed.
    • Sales Account Manager is traveling, on vacation, or out of the office.

Qualifications and Experience:

  • High School Diploma or equivalent
  • Minimum of 2 to 3 years of experience in a related field
  • Proficient in Microsoft Office applications
  • Minimum typing speed of 50 words per minute
  • Knowledge of CRM & ERP Systems
  • Excellent time management
  • Excellent communication skills
  • Must be able to solve problems while working independently or as a team
  • Excellent organizational skills