Sales Administration Coordinator

We are the new name for excellence in the Global Oil and Gas Service industry. The company employs trained professionals serving clients throughout North America from our strategically located service facilities.We design and manufacture Subsurface Oil & Gas Completion Tools ranging from Product packers, Flow Control Equipment and Artifical Lift accessories. We are an industry leader in the manufacture of subsurface completion tools and are committed to ensuring that our products meet the highest standards for quality and performance.

Essential Duties and Responsibilities:


This role is to support Sales and Account Management in the development and growth of Paintearth Energy Services, who are responsible for acquiring new business from new and existing clients whilst ensuring that the administration tasks associated with the business are fulfilled. This position is responsible for a combination of clerical tasks to support sales staff or administrative operations, searching for and compiling information; data entry of orders, acknowledgements, deliveries, and invoices, responding to routine requests with standard answers (by phone, in person or by correspondence (Email, Fax, Etc.)). Also to coordinate, communicate, track, and report on effectiveness of sales initiatives. Serve as a point of contact for sales team questions regarding, territories, customer lists, prospect lists, etc. The Sales Administration Coordinator also performs other related duties, as requested, to further the success of the Sales & Operations team.


Main Responsibilities:



• Assist in sales processing, including order entry
• Cold calling prospective clients
• Assist in various pre-selling and post selling activities
• Send product specs to customers at the direction of the salespeople
• Contact supplier(s) by phone, fax, or email requesting pricing and availability. With sales person's approval and direction, provides quote to customer. Provide SAP user support.
• Prepare sales quotes at the direction of the salesperson
• Maintains and keeps record of all correspondence between customers and suppliers
• Extensive vendor contact and customer contact is required.
• Processing customer orders/quotations through the appropriate systems, liaise with production. Send out order acknowledgement to customer.
• Assisting salespeople on the road for price, stock check and special projects
• Prepare and distribute price lists upon request from customers and sales & marketing personnel
• Maintain price lists and contract price files in database
• Quoting Customers product pricing and availability, as required, on a daily basis
• Liaise with other departments to maximize product and service delivery
• Providing customers with updated delivery information & following up on existing orders
• Amending sales orders in appropriate systems and advise customers of any updates.
• Advise customer of any subsequent changes.
• Review dispatch dates with manufacturing centers.
• Follow up on processing supplier(s) invoices & on accounts receivable from customer
• Maintain & add to customer contact list - Customer Database (CRM) administration and maintenance
• Leads and Opportunity Management
• Help in preparation of documents as required for Contracts and Letters of Credit.
• Liaising with shipping and accounts to ensure documentation is correct.
• Assist in travel arrangements for Sales Department
• Maintain adequate levels of marketing material and help in distribution
• Prepare various weekly/monthly/quarterly reports for the management team
• Query follow-up in a positive, co-operative and responsive manner
• Work with the design dept to modify of drawings and designs to meet customer specifications
• Issue purchase orders when required to assist the sales dept


Qualifications/Experience/Requirements:



• 4-year college degree preferred (Technical Degree a Plus)
• 1 - 3 years related job experience is required. 2+ years experience in Sales Administration preferred, including order entry responsibilities & experience within a customer service/ sale related environment a plus. Must be comfortable in a selling environment and able to handle objections. Technical and Autocad drafting background a plus
• Strong verbal and written communication skills, must be fluent in English (Multi Lingual an added Advantage)
• Computer literate - Excellent skills and knowledge with Microsoft products (Outlook, Word, Excel, PowerPoint) - Intermediate Microsoft Office skills a must; advanced Microsoft Office skills a plus
• Strong organizational and Time Management skills and superior interpersonal skills with the ability to handle multiple projects
• Able to work both independently and collaboratively as part of a team. Must maintain a positive rapport and effective working relationships with Sales & Operations Team
• Must be confident & proactive in client contact
• Comprehensively manage Client expectations
• Ability to meet deadlines and drive for results
• Must have the ability to work independently, under pressure and self-motivate.
• Ability to multitask and prioritize, work occasional overtime in a fast-paced, high-pressure environment
• Naturally take initiative and enjoy prioritizing a variety of responsibilities whilst consistently meeting documented deadlines and objectives with a high-level of quality


Salary & Benefits:

• Fulltime Position
• Salary is Negotiable and commensurate to experience
• Benefits include major medical, dental, vision, prescription drug program, life insurance, short-term disability, long-term disability insurance option, pension plan and & 401(k) Plan (after 6 Months of continues service)


Reports to: Account Manager