Sales Support and Administrative Assistant

Job Description

Position Summary

The Sales Support and Administrative Assistant plays a crucial role in ensuring the smooth operation of various departments within the Adair facility. This role involves performing a wide range of administrative tasks to support the Sales, Accounting, Operations, and other departments as needed. As the first point of contact for the facility, the individual in this role will handle inquiries and interactions both via telephone and in person, representing the company in a professional manner.

Duties and Responsibilities:

Sales Support

Receive and process orders submitted through our online store, ensuring accuracy and timely fulfillment. Verify order details and coordinate with relevant departments to address any discrepancies or issues.

Serve as the primary point of contact for retailers and designated state customers. Provide comprehensive assistance by answering product-related questions, offering recommendations based on customer needs, and ensuring customer satisfaction. Enter and track orders in Salespad in collaboration with the Sales Department.

Assist in the preparation and compilation of bid responses. This includes typing materials, labeling samples, and ensuring all documentation is accurately completed and submitted. Collaborate closely with the Sr. Sales Director to ensure that all bid requirements are met.

Organize and maintain all state lottery contracts. Implement a system for tracking and managing contract deadlines and reminders, ensuring that the Sales staff is alerted to any upcoming tasks or deadlines.

Support the Sr. Sales & Marketing Director and the sales team with budget entry tasks. This involves data entry, financial record-keeping, and ensuring that budgetary information is accurately reflected and updated.

Assist in the planning and coordination of the annual sales meeting, including offsite logistics, travel arrangements, and event scheduling. Keep an updated calendar for entire year. This includes all sales activities.

Provide support for the new product helpline. Troubleshoot issues related to new products and work collaboratively with clients and lotteries to resolve any problems. Work on the production floor 2 times a month.

Minimal travel, primarily by automobile, as needed to support the sales team or attend offsite events. A valid driver's license is required.

Preform additional duties as assigned by the manager, consistent with the job role.

Administrative Assistant

Retrieve and process messages from voice mail, ensuring that they are forwarded to the appropriate personnel in a timely manner.

Answer incoming telephone calls with a friendly and professional demeanor. Determine the purpose of calls and forward them to the relevant personnel or department. Address general inquiries and provide information as needed.

Take and deliver messages accurately or transfer calls to voicemail when the appropriate personnel are unavailable. Ensure that all messages are promptly communicated to the intended recipients.

Greet on-site visitors warmly and professionally. Assess the nature of their visit and notify the relevant personnel. Provide visitors with the necessary information and directions as required.

Receive, sort, and route mail efficiently. Ensure that personalized mail or mail addressed to specific departments is not opened but directed to the appropriate recipient.

Order, receive, and maintain office supplies in a timely manner. Monitor inventory levels and ensure that essential supplies are stocked and available.

Perform various clerical tasks such as filing, photocopying, mass mailings, and collating documents as requested by staff members.

Keep the reception area clean, organized, and welcoming for visitors and staff.

Coordinate meal planning for monthly activities and special events, including holiday parties. Ensure all arrangements are made for a successful event.

Prepare posters and other promotional materials for company-related events promptly and professionally.

Schedule and manage anniversary and birthday notifications on the Outlook calendar. Coordinate with management to arrange yearly gifts for staff members.

Send reminder emails regarding upcoming activities, meals, and events to ensure that all participants are informed and prepared.

Keep slideshow announcements in the vestibule updated on a weekly basis, ensuring that all information is current and relevant.

Keep breakroom supplies stocked. Shop for or order additional supplies as needed to ensure that the breakroom is well equipped.

ALL events added for the entire calendar year and updated to reflect any changes weekly. Must be ready for calendar year no later than December 1 prior to new calendar year. This will require planning final approval with all stakeholders no later than November 15th.

Preform additional duties as assigned by the manager, consistent with the job role.

Skills and Qualifications

Previous experience in a sales support or administrative role is preferred. Familiarity with Salespad or similar CRM software is a plus.

Excellent verbal and written communication skills. Ability to handle inquiries and provide information clearly and professionally.

Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.

Proven ability to provide exceptional customer service and support.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software applications.

Friendly and approachable demeanor with the ability to work well both independently and as part of a team.

Work Environment/ Physical Requirements

The work environment, while performing the duties of this job:

May be exposed to fumes,

May be exposed to moderate-loud noise levels,

Occasionally near moving equipment and mechanical parts,

Regularly climate controlled.

The physical demands, while performing the duties of this job:

Regularly require the employee to stand, walk, bend and reach,

Regularly require the employee to lift or move up to 50 pounds

Regularly require the employee to communicate (verbally and written).

Full-time