Office Administrator - BH Electronics

DEPARTMENT: Sales and Marketing

MANAGER: Sales and Marketing Manager

GENERAL FUNCTIONS

Perform administrative activities for small sales & corporate office. Prepare price quotations from cost estimates. Assist and back up Inside Sales personnel with limited order processing as needed.

JOB DESCRIPTION

Listed below are the major duties you will perform:

ESSENTIAL FUNCTIONS OF THE POSITION:

1. Maintain “Sales Activity Report” and weekly Order Forecast Report
2. Prepare monthly commissions statements for approval by the sales manager
3. Maintain Lynx sample inventory as assigned
4. Prepare price quotes from Engineering and/or Manufacturing Cost estimates and secure appropriate approvals for catalog products as assigned
5. Using Caelus Management System software enter basic orders and change orders as assigned
6. Publish sales order acknowledgements as assigned
7. Prepared outgoing mail, UPS and other shipping – Receive and distribute incoming materials
8. Order supplies and maintain supply cabinets and other office supplies and equipment
9. Maintain weekly list of personnel schedules for Burnsville Office
10. Greet visitors and direct them to the appropriate person or group
11. Assure all customer requests for corrective action are completed in a timely manner and maintain a log of corrective action status.
12. Coordinate Christmas card mailings, birthday cards/celebrations, etc.
13. Coordinate trade show activities as assigned
14. Receive and direct phone calls to assure the calls are appropriately handled
15. Coordinate the info@bhelectronics.com account and direct all valid inquires to the correct person
16. Prepare and distribute annual customer surveys
17. Prepare and distribute annual Christmas party invitations and log RSVPs
18. Log valid inquiries from info@... and report that data to Sales & Marketing manager monthly
19. Coordinate bi-annual sales representative education program including printed material, hotel accommodations meeting room, etc.
20. Issue sales literature to customers and representatives as assigned
21. Post information to company websites as assigned
22. Fulfill sales literature requests from trade shows as assigned including logging sales leads into Act! software including providing follow up lists to appropriate personnel
23. Maintain and publish up to date lists of representatives as assigned
24. Maintain ISO Procedures, Work Instruction binders and logs and bulletin board
25. Maintain Sales Department files as assigned
26. Regular and timely attendance is required
27. Other miscellaneous duties as may be assigned from time to time as the need may arise.

PHYSICAL FUNCTIONS OF THE POSITION:

1. Must have good finger dexterity
2. Telephone listening and speaking in English language
3. May lift up to 50 lbs

MENTAL FUNCTIONS OF THE POSITION:

1. Organizing And coordinating schedules
2. Analyzing and interpreting data
3. Problem solving
4. Written and spoken communication with clients, co-workers & representatives
5. Must be able to work safely at all times

Equipment Used:

1. Personal computer
2. Copier, Scanner and fax machine
3. Telephone

REQUIREMENTS FOR THE POSITION

Education: Associate degree or equivalent experience – Accounting focus

Experience: 2 years minimum in small office administration or customer service – working knowledge of MS Windows and Office Software – demonstrated proficiency with Excel.

Personal: Excellent oral and good written communication skills. Positive assertive attitude and strong organizational skills.

Functional: Must be able to operate all standard office equipment and communicate with customers, representatives and coworkers without special accommodation.

Must be a U.S. citizen or permanent resident and able and willing to work with products produced for military use

NOTE: This job description is subject to change at any time for whatever reason at the discretion of the Company and its management.

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Qualified candidates should submit Cover Letter along with Resume to: jobs@bhelectronics.com