Small Office Sales Service and /or Customer Service Specialist

In this position, you will assist the Company in the day-to-day business activities we work in. You will report directly to the President. You will answer the telephone and direct the caller to the employee requested, transfer the call to the appropriate voice mail box or record the caller’s requested information in Microsoft Business Contact Manager/CRM software as needed for future review. No one wants to receive a complaint call, but if you have an irate customer on the telephone, the first thing you must do is listen to their complaint in full and let them vent their anger. If you made the mistake that caused the complaint, own up to it and work to get the problem taken care of, to include follow-up telephone calls to insure the customer is happy with what has taken place since they made their complaint call. If someone else in the office has made the mistake that triggered the complaint call, again, listen to the complaint in full and then direct the caller to the appropriate party if they are in the office (possibly by letting the complainant vent their anger, it will dissipate somewhat as we try to resolve the issue before us). If the person responsible for the mistake is not in the office and you feel comfortable handling the complaint and resolving the issue, do so. If you do not feel you can handle the complaint properly, do not put the complainant into anyone’s voice mail. Call the cell phone number of the responsible party and have them contact the complainant immediately, relaying back to you what steps to take to resolve the complainant’s issue.

You will prepare quotations for either faxing or mailing to prospects and customers as directed.

You will open the mail that comes in each day. You will match up vendor’s acknowledgements with the purchase order that has been previously entered into the order entry section of [our company software]. You will place the sales package in a file folder for review by the appropriate sales person. You will match up our vendor’s invoices, packing slips and samples with the purchase orders that have previously been entered into the order entry section of [our company software]. You will place the completed sales package in a file folder for review by the appropriate sales person. After the sales person has initialed the package, you will complete the invoicing process to our customers.

You will input new customer information into [our company software] and Microsoft Business Contact Manager/CRM as directed. You will input prospect information into Microsoft Business Contact Manager/CRM as needed.

You will handle the data entry of all invoices from vendors into the accounting section of our software package.

All orders for warehoused items, i.e. security check stock, MICR toner or envelopes will have shipping labels and a 2 copy packing slip prepared from the order entry section of [our company software]. You will place the shipping label(s) on the carton(s) as directed. You will fold and place one copy of the packing slip inside the plastic shipping pouch found on the shipping table in the warehouse. Place the pouch on the top of the first carton in a shipment to be shipped. You will weigh all packages and cartons to be shipped and record the weights on the second copy of the pacing slip. Record the necessary information in the FedEx shipping software by individual shipment and then printout and place the FedEx tracking labels on the respective carton(s).

You will keep track of and order, as needed, the replenishment of our inventory in the warehouse from our authorized vendors. You will make a list of office essentials we use and have to replenish in the office. You will order the items needed from Staples or have someone from the office go to Staples and pickup the items. You will handle the postage requirements as needed, to include stamping of the mail or refilling the postage meter.