Sales Administrator

  • Orange, CA
  • Full Time

VPLS Solutions, LLC is looking to hire a Sales Operations Administrator based out of our Orange, CA headquarters to join our fun and growing team.  The Sale Operations Administrator will handle important administrative functions such as quotes and proposals, updating sales data basis and assisting sales and marketing teams.

Operations:

  • Respond to customer inquiries (Billing, Sales, Licensing, Hardware, and Support) using established procedures.
  • Review sales orders for accuracy and convert them to purchase orders
  • Properly documents conversations and actions taken on customer accounts.
  • Process orders, give price quotes, complete order sheets and verify customer information.
  • Regularly provide detailed information to other departments such as order status, revenue recognition dates, pricing, etc.
  • Month-end close responsibilities and other duties as assigned.
  • Proactively monitors and strives to maintain high levels of quality, accuracy, and process consistency in the sales operations.
  • Works to ensure all Customer P.O.s are assigned and processed in a timely fashion.
  • Monitor activities on Quosal.
  • Coordinate with PM on professional service orders.
  • Calculate service cost to determine GP.
  • Record expenses for each project if applicable.
  • Coordinate between Sales reps, vendors, customers and operations team to ensure efficiency and accuracy.
  • Process E-rate funding and NASPO P.O.s
  • Submit RSA, Agency program P.O.s with Avnet - Arrow as request.
  • Submit deal registration
  • Request RMA and keep records for returned items.
  • Close opportunities on Salesforce and record GP
  • Complete RFP forms

Accounting:

  • Issue and post bills, receipts and invoices on QuickBook.
  • Track shipping and record shipping cost.
  • Manage the status of accounts and balances and identify inconsistencies.
  • Update accounts receivable database with new accounts or missed payments.
  • Ensure all clients remain informed on their outstanding debts and deadlines.
  • Provide solutions to any relative problems of clients.
  • Follow-up on past due invoices.
  • Update customer files and accounting spreadsheet with issued invoices.
  • Issue monthly sales report.
  • Track GP for each sales representative.
  • Records all sales activities.
  • Process credit card payment as request.
  • Submit insurance request through Euler Hermes for Customer P.O.s with total balance exceeding $10,000.
  • Submit PDR: Past Due Report to Euler Hermes for invoices with 10K balance and 60 days past due.
  • Submit monthly Point of Sale (POS) reports to Immixgroup.
  • Performs/initiates collection efforts on past due accounts.
  • Convert customer orders to invoices and ensure proper delivery to customers
  • Analyzes and resolves disputed items within company policies and procedures.
  • Communicates with customers regarding billing issues and other general inquiries.

Requirements:

  • Bachelor’s degree in related field required
  • Strong proficiency with Microsoft Word, Excel, and PowerPoint proficiency required
  • Strong interpersonal skills are critical
  • Strong organizational skills
  • Fluent command of the English language required
  • Must have the ability to communicate effectively and tactfully with persons on all levels, in person and on the telephone
  • Must have the ability to pay close attention to detail and understand written and oral instructions
  • Must have the ability to organize and schedule work effectively
  • Must have the ability to work well under time constraints
  • Must be able to handle multiple tasks