Operations Assistant


Operations Assistant

Primary Function:

Provide administrative support to the sales area by maintaining company records relating to projects. Assist in tracking bids, providing pricing to customers, alerting sales managers of potential new business opportunities, and compile data from various other departments to complete the bid process. Also maintains the master files for quotes, bids, and orders. Works with other areas such as shipping, installation, and finance to complete project management and/or answer customer inquiries. Works as liaison between customers and the sales representatives.

Essential Duties:

The following are the essential job duties, but this job description does not preclude the performance of other duties as assigned by the supervisor:

  • Monitors the bid list daily, watching for upcoming deadlines and monitors elapsed times to ensure the timely development and submission of quotations.
  • Collects costs and pricing information and formats these for the development of quotations into appropriate forms.
  • Ensures the development of proposal collateral material for quotations (example: line drawings, renderings and detailed specifications) by working with engineering, ancillary product, field sales and sales managers.
  • Checks to ensure the parts are available for the completion of a price proposal that meets company quotation guidelines and standards the day before the submission deadline.
  • Obtains required management approvals on pricing recommendations and finalizes pricing accordingly.
  • Prepares and delivers final proposal pricing and supporting material to sales administration for final submission and logging in advance of deadlines as needed.
  • Takes care to ensure communications, supporting materials and sources for pricing and approvals are included in corresponding electronic or paper based files.
  • Assembles quotation package materials for electronic and/or hard copy submittal and provides these to sales administration in advance of submittal deadlines.
  • Works with sales, ancillary product and furniture pricing personnel for inclusion of information into a pricing proposal, quotation or bid response that fully satisfies the requirements of a given RFP/RFQ or customer situation as directed.
  • Provides information on pricing and costing when needed.
  • Tracks sales bookings, revenue, backlog, commissions and other critical sales department metrics as assigned.
  • Assists in the development and preparation of sales forecasts when needed.
  • Develops spreadsheets and related processes, procedures and tools which increase the accuracy and efficiency of the quotation preparation process
  • May be assigned as key contact person on certain sales projects and may be called upon to assist with sales group activities or post sales projects when needed.
  • Maintain customer order files including bids, quotes, purchase orders etc. This includes the paper files as required.
  • Requires assertive self starter, finisher
  • Must be well organized
  • Excellent verbal and written English
  • Irregular/ extra hours required on occasion
  • Must be able to read and comprehend and correctly complete all paperwork required with the job.
  • Must follow all company work policies and procedures including all safety requirements of the job.
  • Perform other duties as assigned by the supervisor
  • Maintain a clean and orderly working environment
  • Inform your supervisor about problems that occur.
  • Possess the ability to work effectively with co-workers in a team environment

Tools and Equipment:

General office equipment, including printers, fax machines, computers, etc.

Special Skills and/or Experience:

  • 2- 4 year degree or equivalent preferred.
  • PC literate – must be able to demonstrate proficiency in Microsoft Windows based software applications, such as Excel, Word, PowerPoint, and Access.
  • Skilled in telephone communication, to include initiating conversations with or responding to, customer or internal calls.

Physical Requirements/Work Environment:

Must possess the ability to sit for a large portion of the required work period and to stand and move for a portion of the required work period. It is an essential function of the tasks in this job to be able to bend, stretch, and reach to retrieve files and other sales related work product. It is also essential to possess good coordination between hands and arms to work with various office equipment and to see and interpret print from various media. The work environment is typically an office environment.