sales and Admin AssistantArchitechnologies, Inc.

Overview:
 
The Sales and Admin Assistant provides comprehensive support to the sales team and manages administrative tasks to ensure smooth and efficient operations. This role involves a mix of sales support functions, such as handling customer inquiries and processing orders, along with administrative duties like maintaining records, coordinating meetings, and performing basic accounting tasks. The Sales and Admin Assistant also handles the collection of payments and issuance of receipts, playing a crucial role in enhancing the productivity of the sales team and ensuring excellent customer service.
 
Responsibilities:
 
Customer Relationship Management:
Assist the sales team with daily sales activities and administrative tasks.
Handle customer inquiries via phone, email, and in-person, providing product information and support.
Process sales orders, ensuring accuracy and timely delivery.
Prepare sales proposals, quotes, and contracts for review by the sales team.
Coordinate and schedule meetings, appointments, and travel arrangements for the sales team.
Customer Relationship Management:
Maintain and update customer databases and CRM systems with accurate and current information.
Follow up with customers on order status, delivery schedules, and post-sales support.
Address and resolve customer complaints or escalate issues to the appropriate team member.
Administrative Duties:
Maintain organized files and records of sales transactions, customer interactions, and other important documents.
Prepare reports, presentations, and sales materials as needed.
Assist in organizing and coordinating sales events, trade shows, and promotional activities.
Manage office supplies inventory and place orders when necessary.
Perform general office duties, such as answering phones, managing correspondence, and greeting visitors.
Collection and Payment Processing:
Collect payments from customers, ensuring accuracy and proper documentation.
Issue receipts for payments received and maintain records of transactions.
Follow up on overdue accounts and assist in resolving payment issues.
Basic Accounting Duties:
Assist with the preparation of invoices and processing of payments.
Record financial transactions in accounting software or ledgers.
Reconcile sales and payment records with financial statements.
Assist in the preparation of financial reports and summaries.
Ensure compliance with financial policies and procedures.
Communication and Collaboration:
Liaise between the sales team and other departments to ensure effective communication and coordination.
Support marketing efforts by assisting with the creation and distribution of promotional materials.
Work collaboratively with team members to achieve company goals and objectives.
Reporting and Documentation:
Prepare and distribute regular sales reports, performance metrics, and other relevant data.
Document and track sales team activities, ensuring all records are up to date.
Assist in the preparation and submission of expense reports for the sales team.
Qualifications:
Education: Bachelor's degree in Business, Marketing, Accounting, or a related field is preferred.
Experience: Minimum of 1-2 years of experience in a sales support, administrative, or customer service role. Basic accounting experience is a plus.
Skills:
Strong organizational and time management skills.
Excellent communication and interpersonal abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and CRM software.
Familiarity with basic accounting principles and software.
Attention to detail and a high level of accuracy in work.
Ability to multitask and prioritize tasks effectively.
Key Attributes:
Customer-oriented with a focus on providing excellent service.
Proactive and self-motivated with a willingness to learn and adapt.
Strong problem-solving skills and the ability to handle challenging situations.
Team player with a positive attitude and a collaborative approach.
Dependable and trustworthy, with the ability to handle confidential information.
Work Environment: This is an office-based position; candidates should be comfortable working in a collaborative office setting.