Sales Assistant (IPS)

February 2, 2010

PRIMARY JOB RESPONSIBILITIES

  1. Support the sales/account management team by coordinating the sales support materials and proposal preparation.
    • Keep standard formats (proposals/presentations/flowcharts) updated with current information
    • Keep toolkit up to date and current with product and industry information
    • Create, print and bind RFP materials to meet client deadlines
    • Create, print and bind Sales Presentations to meet client deadlines
    • Support generation of and route contracts
  2. Develop and update sales tracking documents on a defined schedule and distribute accordingly and timely.  Includes but not limited to:
    • Web site contacts and follow-up
    • Meeting Minutes
    • Keeping salesforce.com up to date
    • Trade show contact information and follow-up
    • Sales Pipeline
    • Maintain standard reports
    • Redemption tracking report
    • Update Prospect List (assigned BDM, status of account, volume, etc.) 
  3. Provide event support in conjunction with Marketing
    • Research information on trade show events
    • Coordinate any pre-event mailings
    • Prepare & coordinate shipping of packages/presentations & exhibits
    • Coordinate any post show mailings
    • Enter and track the leads 
    • Keep the customer master address file and newsletter list up-to-date
    • Coordinate any internal activities
  4. Coordinate newsletter databases and mailings and  provide general sales & marketing support
    • Maintain master address file and newsletter list
    • Coordinate mailings (campaigns, targeted, etc.)
    • Coordinate any client letter mailings
    • Coordinate mailing of materials for sales/marketing
    • Serve as internal support for remote sales group
  5. Perform administrative support for the sales and account management teams
    • Make travel plans as needed
    • Provide telephone backup to prospective clients when sales team is out of the office
    • Process sales team expense reports for payment on a timely manner
    • Do administrative tasks such as copying and filing as needed to support the team
    • Order and maintain office supplies for the team and process office supply invoices
    • Maintain files and oversee document retention
    • Process quotes for ancillary services
    • Coordinate mailings to clients and prospects. 
    • Assist with final preparation of PowerPoint presentations. 
    • Support the sales group in preparation of proposals and presentations and contracts, including final proofing and formatting, locking in pdf format, saving centralized drive,  preparing hard copies, and mailing
    • Assist Business Development Managers, Sales Executives, Account Executives and Account Representatives as needed
    • Provide feedback on collateral, advertising, and direct mail materials
    • Share any market/competitive information with product development and marketing team
    • Assist account representatives in reviewing clients reports as needed
    • Proficient in promotion setup technical tools (job jacket / promotion master, etc.) and help backup

QUALIFICATIONS 

Required Ability to:

  • effectively interface with other departments to gather information and/or assist potential Clients
  • facilitate communications and problem solve
  • prepare complex and proceduralized marketing and financial reports and records
  • compose professional business correspondence and reports
  • perform detailed work with numerical data
  • analyze data and provide insightful information
  • utilize word processing software, computer equipment and report generation
  • deal effectively with individuals at all business levels and a variety of situations requiring tact, judgment, and professionalism
  • represent the company in a professional manner to outside agencies and potential Clients
  • project conservative, resourceful image
  • establish and maintain good working relationship with other departmental personnel
  • maintain detailed, accurate files and records
  • plan own work after objective is set by the supervisor
  • prioritize and manage multiple tasks requiring extensive follow-up and timely completion of all projects
  • use good judgment in recognizing the scope of authority
  • familiarity with marketing and promotional concepts and practices
  • interpersonal communication techniques
  • proficient in Microsoft Office suite of software products (word, excel, PowerPoint and Access)
  • detail oriented with analytical aptitude
  • self-motivated with high maturity level
  • team oriented and comfortable working in a team environment
  • flexibility and comfortable working under consistent deadline pressure
  • comfortable working independently and managing multiple responsibilities
  • comfortable with confrontation and negotiation

EDUCATION

  • Two or four year degree in business or marketing.  Advanced PowerPoint, Excel and Word skills.  Good, writing and analytical skills.
  • Two-five years of sales and/or marketing administration experience.
  •  Strong experience in Microsoft Office:  PowerPoint (Intermediate to Advanced); Excel (Intermediate to Advanced); Work (Intermediate to Advanced); and Outlook (intermediate to Advanced)