Inside Sales/Purchasing Representative

Summary

The Internal Sales Representative is responsible for preparing quotes, answering customer inquiries, researching new product requests, and writing orders. They will also serve as a liaison between outside sales and customer service departments. The Inside Sales Representative is an early point of contact for prospective and existing customers who purchase a product or service that the business supplies. They respond to the most fundamental inquiries and promote customer satisfaction by reinforcing service features and benefits in a professional and agreeable style. 

1. Confer with customers by telephone, email, or in-person to provide information about products and or services, take or enter orders, revise orders, inform purchasing, and/or obtain details of complaints. 
2. Check to ensure that appropriate changes were made to resolve customers’ problems. 
3. Keep records of customer interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions, are taken. 
4. Resolve customer order complaints, pricing concerns, pick-ups, and credits. For billing issues, consult with AR. 
5. Refer unresolved customer grievances to designated departments for further investigation. 
6. Determine charges for service requested, collect deposits or payments, or arrange for billing. 
7. Contact customers to respond to inquiries or to notify them of claim investigation results or any planned adjustments.
8. Solicit sales of new or additional services or products.

Essential Duties and Responsibilities

Inside Sales Representative Duties:

1. Create, process, and monitor sales orders
2. Professionally handle incoming requests from customers and associates to ensure orders are processed in a timely manner 
3. Provide timely turn-around on all sales orders to insure adequate delivery of goods and services
4. Respond to customer and supplier inquiries about order status, changes, or cancellations
5. Contact Sr. inside Sales/purchasers and/or warehouse to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems

Purchasing Duties:

1. The Purchasing Coordinator is responsible for processing purchase orders and tracking inventory supply while collaborating with associates to ensure customer satisfaction.
2. Monitor and track the purchase order process
3. Ability to negotiate best vendor terms, pricing, and delivery based on a specific budget and schedule requirements
4. Prepare purchase orders and send copies to suppliers and to departments originating requests
5. Determine if inventory quantities are sufficient for needs, purchasing more products when necessary
6. Maintain working knowledge of purchasing policies, processes, and procedures (e.g., demonstrate a complete understanding of buying and pricing products)
7. Analyze trends in vendor pricing and sales activity to determine the correct timing of purchasing 
8. Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems
9. Review purchase orders in order to verify accuracy, terminology, and specifications
10. Prepare, maintain, and review purchasing files, reports, and price lists
11. Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers
12. Calculate costs of orders and charge or forward invoices to appropriate accounts
13. Compare suppliers' bills with bids and purchase orders in order to verify accuracy
14. Locate suppliers, using sources such as catalogs and the internet, and interview them to gather information about products to be ordered
15. Maintain knowledge of all organizational and governmental rules affecting purchases, and provide information about these rules to organization staff members and to vendors
16. Prepare invitation-of-bid forms, and mail forms to supplier firms or distribute forms 
17. Enter data to maintain the purchase order database

Other Duties:

1. Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers while following Company Confidentiality requirements
2. Utilize computerized data entry equipment and various word processing, spreadsheet, and file maintenance programs to enter, store and/or retrieve information 
3. Manage time to determine priorities in order to effectively accomplish a broad range of activities
4. Continuously evaluate and identify opportunities to drive process improvements that positively impact the customer’s experience and partner with the manager on those process improvements ideas 
5. Will learn and practice backup responsibilities for processes such as delivery logs etc. 
6. Communicate in a professional, respectful, and courteous manner with all employees, customers, and others with whom we may work.
7. Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, high employee engagement, and the constructive exchange of ideas designed to meet or exceed the organization’s strategic goals.
8. Follow all Company Policies, Procedures, and Protocols
9. Other duties will be assigned during the course of employment.

Qualifications

1. Ability to read, write, speak, understand and communicate effectively in the English language
2. Ability to handle complaints and unpleasant customers using decision-making and analytical abilities
3. Knowledge of MS Office (Word, Excel, Outlook, Access)
4. D. Strong organizational skills, strong attention to detail, strong interpersonal skills, and ability to professionally complete administrative tasks
5. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology
6. Ability to work independently on assigned tasks as well as to accept direction on given assignments
7. Ability to work collectively with team members
8. Highly developed sense of integrity and commitment to customer satisfaction
9. Professional appearance 

Physical Work/Environment Requirements

1. Work is performed in an office environment (constant 67-100%) and requires seldom (0-10%) movement into a warehouse environment.

Physical Demand

• Sitting: Constant 67-100% - Sit on adjustable computer chair at desk (may stand)
• Standing: Occasional 11-33% - Intermittently stand on tile, carpet or cement floor
• Walking: Occasional 11-33% - Walk among workstations on tile, carpet or cement floor
• Heights/Ladders/Stairs: Seldom 0-10% - Use ladder to retrieve product from shelves
• Twisting at waist: Seldom 0-10% - Twist to lift product/documents
• Bending/Stooping: Seldom 0-10% - Alternate bend/stoop 
• Squatting/Kneeling: Seldom 0-10% - Alternate squat/kneel 
• Crawling: Never 
• Reaching Out: Seldom 0-10% - Pick product from shelves and retrieve documents
• Talking/Hearing/Seeing: Constant 67-100% - Talk/hear/see people/English documents/instructions
• Working Above Shoulders: Seldom 0-10%
• Handling/Grasping: Constant 67-100% - Hold/grasp controls, hand tools, documents/products
• Fine Finger Manipulation: Constant 67-100% - Keyboard typing, writing, filing, controls on equipment 
• Foot Controls: Never
• Driving: Never
• Repetitive Motion: Constant 67-100% - Computer mouse use, keyboard typing
• Vibratory Tasks: Never
• Lifting 15 lbs.: Seldom 0-10% - Lift work documents and/or product of MS Office (Word, Excel, Outlook, Access)
• Carrying 15 lbs.: Seldom 0-10% - Carry work documents and/or product
• Pushing/Pulling 15 lbs.: Seldom 0-10% - Push/pull product to load/unload, open/close file cabinet
• Comments: Alternate body movements may be used per employee discretion 

Reasonable Accommodation Notice

Reasonable accommodations may be made to enable individuals with disabilities to perform job functions, ask Manager.