Sales Administrative Assistant

GENERAL STATEMENT OF DUTIES
Cloacina, LLC is hiring for a Sales Administrative Assistant. This is compelling opportunity for a driven individual with extensive client management skills looking to excel in a fast-paced manufacturing company. The Cloacina Sales Team is the primary driver of revenue, and the Sales Administrative Assistant plays a lead role in representing the company, developing and managing relationships, and growing revenue from assigned clients.

SUPERVISION RECEIVED
Works under the general supervision of the Sales Manager.

TYPICAL DUTIES PERFORMED
• Attend project calls and be the initial point of contact for scheduling and notetaking
• Respond to general email inquiries regarding supporting documentation (marketing, drawings, etc.)
• Communicate and manage internal projects and associated tasks (i.e.: planner, MS Teams, etc.)
• Maintain the file structure and organization of administrative tasks and processes
• Help evaluate and consider cloud storage structure and processes for the sales team (i.e.: software committee)
• Standardize internal processes across sales departments and escalate internal project barriers to the sales manager
• Track invoice payments, issue NDAs/client applications/referral agreements for signature
• Serve as the liaison between sales and other departments
• Summarize project information and opportunities for sales team review and decision making
• Use functions within Cloacina to monitor clients’ request for quotes, maintain visibility of contract requirements by the responsible departments, and ensure the requests for quotes are moving in a timely manner through the system
• Manage trade shows and/or travel planning
• Routinely check in with vendors for product pricing and lead times
• Maintain the internal database (i.e.: CRM) for proposal tracking of quotations and activity reports
• Maintain contract files and logs
• Coordinate with the Sales Team and provide them with support when required
• Ping new inquiries or opportunities for constant diligent follow up
• Provide feedback on Customer Relationship Management (CRM) software efficiencies
• Prepare reports on account status
• Attend trade shows and other events at the discretion of the Sales Manager
• Administrative task management of RFP responses (i.e.: insurance and bonding)
• Administrative tasks for project hand-off between departments (i.e.: Sharepoint folder creation)
• Management of project time tracking and work orders (i.e.: QB job codes)

QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be willing and able to perform each essential duty satisfactorily. This position requires:
• Organized and experienced in administrative tasks
• Driven, energetic self-starter who identifies and accomplishes goals without explicit instruction
• Demonstrated ability to build and maintain client trust
• Can handle multiple priorities with consistent and strong follow through. Able to analyze data in order to recommend improvements
• Excellent written and verbal communication skills
• Able to respond to and handle challenges in a professional and solutions-oriented manner
• Proven work experience as an Account Manager, Sales Account Manager, Program/Project Manager or other relevant role
• Proficient in computer software programs such as Salesforce, Zoho, Microsoft Word, Excel,
PowerPoint, MS Schedule.
• Water and wastewater industry experience is a plus

EDUCATION AND/OR EXPERIENCE
High school diploma or general education degree (GED). 1-3 years experience in a similar position is preferred.

LANGUAGE SKILLS
Excellent ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence and fill out paperwork, timecards and daily paperwork. Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization or the general public, ability to prepare routine reports and correspondence and the ability to communicate with other employees and the general public.

REASONING ABILITY
Minimum ability to apply common sense understanding to carry out instruction furnished in written, oral or diagram form and ability to deal with problems involving several concrete variables in standardized situations. Must be able to put information and instruction into oral, written or diagram form for the direction of other employees.




OTHER QUALIFICATIONS
• Must be willing to work overtime, weekends and holidays when required
• May be required to travel as necessary

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 for the entire shift. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Must be able to lift 50 lbs.
• Must be able to sit for extended periods of time, walk, stand, stoop, kneel, crouch, use hands to finger, climb, balance, talk, hear, crawl, drive and wear required Personal Protective Equipment (PPE) for extended periods of time
• Must be able to climb stairs and ladders

WORK ENVIRONMENT
The wastewater industry can be hazardous due to exposure to biological and chemical hazards, as well as physical dangers like confined spaces, slips, and falls. Employees may come in contact with wastewater which contains human waste. Wastewater contains various bacteria, viruses, and parasites that can cause diseases in humans and animals. Workers can be exposed through contact with wastewater, aerosols containing pathogens, or contaminated equipment. Wastewater treatment processes also involve the use of various chemicals, some of which can be toxic or corrosive. It is imperative that employees wear proper Personal Protective Equipment (PPE) and follow safety protocols. While not mandatory, it is also highly recommended that employees stay current with vaccinations, including Hepatitis A, Hepatitis B, Tetanus, and Diphtheria.