Sales Support Specialist

Basic Function: Administrative and clerical functions to support critical sales programs and processes – ensuring accurate and timely execution.  

Significant Responsibilities:

I. Performs specific job responsibilities: 

• Job Maintenance Process– Ensure all data entry is accurate and consistent between a Customer P.O. and the OCC quote and order acknowledgments.
  • Visual comparison to identify inaccuracies and data errors
  • Note errors and confirm corrections
  • Confirm export compliance requirements via the established process to ensure steps to compliance are not missed. 
• MDIS Administration– Oversee the administration and execution of all processes for customer participation in this Sales Program
  • Accept, process, and track customer applications and provide certificates. 
  • Oversee customer renewal timelines to ensure that the renewal process is completed by the deadline. 
  • Complete and track additional paperwork related to the program, including associated extended warranties.
• Front Desk Administrative Assistant – Primary Backup
  • Regularly scheduled to provide front desk coverage for breaks, meetings, special projects/events, PTO and/or unexpected coverage needs; 
  • Understand the phone system and manage calls quickly, correctly and professionally (as a first point of contact for customers);
  • Oversee visitors and manage the security of the front entrance in accordance with formal processes (OCC’s compliance with NIST 800-171) and in a manner that balances building security with a welcoming/professional front desk (includes registering visitors, providing and tracking visitor badge, checking identification and obtaining signed NDA’s as needed).
• Handles administrative support functions as assigned and as needed
  • OCC’s Return Material Authorization (RMA) and Customer Complaint (CC) processes.
    • Manage associated paperwork so as not to hold up the resolution process.
    • Gather necessary data to complete associate forms for the resolution team
  • Ship and Debit Programs
    • Manage associated paperwork so as not to hold up the Finance process.
    • Gather necessary data to complete associate forms for the Finance team.
  • Provide other general administrative and clerical assistance to the Sales and Marketing teams (such as providing sales reports as requested based on given parameters; using data from OCC ERP and CRM systems (Syspro) and data exported to Excel to create Sales reports, etc.
  • Provides short term support or backup to other departments for simple functions as a means to free up experienced staff to complete high priority tasks at times 
• May be required to perform Job Maintenance and/or other backup or support duties beyond 8 AM to 5 PM hours as OCC is a worldwide provider of products and services. 

II. Promotes OCC’s service excellence and quality. Provide service to customers; build strong relationships and team cohesiveness; focus on quality and positive solutions; communicate respectfully; demonstrate compassion and understanding in response to customer requests/needs.

III. Champions OCC’s vision and values (as detailed in our 15 Essential Points of Success); complies with policies and procedures, ethical standards, and Code of Conduct.

Job Scope: 

• Organizational Responsibility - Member of the Sales Operations Team who provides key support for the order entry process; provides support to other work teams
• Communication - Regularly communicates with all levels within the organization as well as visitors 
• Confidentiality - A high level of confidentiality is required 
• Financial Responsibility - Ensures order entry compliance with OCC internal procedures and controls and SOX procedures 
• Judgment - Operates independently and must complete work accurately; work will typically be reviewed by a supervisor within the department requesting support
• Compliance - Operates in a manner that is compliant with established processes and procedures (to include but not limited to Sarbanes Oxley)
• Travel - Limited if any travel

Minimum Qualifications Required:

Education: HS diploma; Associates degree preferred 

Experience: 2-4 years– experience in an office or customer service environment performing administrative support

Other Minimum Qualifications: Attention to detail is required along with effective interpersonal, communication, and teamwork skills; intermediate knowledge of MSWord, MSExcel, and MSPowerpoint 

Essential Skills, Abilities & Knowledge: Excellent oral communication with the ability to speak clearly and distinctly and to project a courteous and helpful attitude with callers and visitors. Ability to read and follow basic instructions, including quality procedures. Computer skills with experience using software packages. Math required and the ability to correctly complete all documentation. Ability to work in a team environment with minimal supervision. Close attention to detail with the ability to complete assignments accurately and recognize and help resolve problems. 

Working Conditions: Sedentary job requiring a sufficiently sighted individual for computer usage and significant English reading skills. Requires sufficient hearing for telephone contact with employees and customers as well as for taking and relaying messages. Significant computer input/typing duties require sufficient manual dexterity. Reasonable accommodation may be made to enable individuals with a disability to perform essential functions.

This role involves work contracted by the U.S. government and/or other federal agencies, which requires that all personnel involved in such work are U.S. citizens or Lawful Permanent Residents. Thus, a qualified candidate for this position must be able to present valid documentation indicating that they are a U.S. citizen or Lawful Permanent Resident.

Note:This job description is only meant to be a representative summary of the major responsibilities and accountabilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

Additional Compensation Information: The posted pay range reflects the established base salary or hourly wage range for this position. Individual compensation is determined based on qualifications, experience, skills, internal equity, and business needs. New hires are typically hired below the midpoint of the range. Eligible positions may receive applicable shift differentials, skill premiums, or other forms of additional compensation.