Sales Support Specialist

Basic Function

Administrative and clerical functions to support critical sales programs and processes - ensuring accurate and timely execution.

I. Performs specific job responsibilities:

• Job Maintenance Process - Ensure all data entry is accurate and consistent between a Customer P.O. and the OCC quote and order acknowledgments.
  • Visual comparison to identify inaccuracies and data errors
  • Note errors and confirm corrections
  • Confirm export compliance requirements via the established process to ensure steps to compliance are not missed.
• MDIS Administration - Oversee the administration and execution of all processes for customer participation in this Sales Program
  • Accept, process, and track customer applications and provide certificates.
  • Oversee customer renewal timelines to ensure that the renewal process is completed by the deadline.
  • Complete and track additional paperwork related to the program, including associated extended warranties.
• Front Desk Administrative Assistant
  - Primary Backup
  • Regularly scheduled to provide front desk coverage for breaks, meetings, special projects/events, PTO and/or unexpected coverage needs;
  • Understand the phone system and manage calls quickly, correctly and professionally (as a first point of contact for customers);
  • Oversee visitors and manage the security of the front entrance in accordance with formal processes (OCC's compliance with NIST 800-171) and in a manner that balances building security with a welcoming/professional front desk (includes registering visitors, providing and tracking visitor badge, checking identification and obtaining signed NDA's as needed).
• Handles administrative support functions as assigned and as needed
  • OCC's Return Material Authorization (RMA) and Customer Complaint (CC) processes.
    • Manage associated paperwork so as not to hold up the resolution process.
    • Gather necessary data to complete associate forms for the resolution team
  • Ship and Debit Programs
    • Manage associated paperwork so as not to hold up the Finance process.
    • Gather necessary data to complete associate forms for the Finance team.
  • Provide other general administrative and clerical assistance to the Sales and Marketing teams (such as providing sales reports as requested based on given parameters; using data from OCC ERP and CRM systems (Syspro) and data exported to Excel to create Sales reports, etc.
  • Provides short term support or backup to other departments for simple functions as a means to free up experienced staff to complete high priority tasks at times
• May be required to perform Job Maintenance and/or other backup or support duties beyond 8 AM to 5 PM hours as OCC is a worldwide provider of products and services.

II. Promotes OCC's service excellence and quality. Provide service to customers; build strong relationships and team cohesiveness; focus on quality and positive solutions; communicate respectfully; demonstrate compassion and understanding in response to customer requests/needs.

III. Champions OCC's vision and values (as detailed in our "15 Essential Points of Success"); complies with policies and procedures, ethical standards, and Code of Conduct.

• Organizational Responsibility
  - Member of the Sales Operations Team who provides key support for the order entry process; provides support to other work teams
• Communication
  - Regularly communicates with all levels within the organization as well as visitors
• Confidentiality - A high level of confidentiality is required
• Financial Responsibility
  - Ensures order entry compliance with OCC internal procedures and controls and SOX procedures
• Judgment
  - Operates independently and must complete work accurately; work will typically be reviewed by a supervisor within the department requesting support
• Compliance
  - Operates in a manner that is compliant with established processes and procedures (to include but not limited to Sarbanes Oxley)
• Travel
  - Limited if any travel

Education: HS diploma;
Associates degree preferred

Experience: 2-4 years- experience in an office or customer service environment performing administrative support

Other

Minimum Qualifications:

Attention to detail is required along with effective interpersonal, communication, and teamwork skills; intermediate knowledge of MSWord, MSExcel, and MS Powerpoint

Excellent oral communication with the ability to speak clearly and distinctly and to project a courteous and helpful attitude with callers and visitors. Ability to read and…