MULTIVAC USA
Sales Administrator - Order Fulfilment
MULTIVAC USA, Kansas City, Missouri, United States, 64101
Summary
Team with Technical Sales Advisors, Sales Administrators, and Sales personnel to advance and propel the sales operation and process by preparing professional, prompt and accurate sales orders and coordinating all aspects of order fulfilment. Time Utilization
This position will travel up to 5% of the time. Normal business hours are 8:00am to 5:00pm. Schedule needs to be flexible to accommodate sales team and customer schedules. Essential Duties and Responsibilities
Include the following. Other duties may be assigned: Manage incoming orders and work with Regional Sales Managers, other MUUS and MUWO operations personnel, and customers to clarify and manage all pertinent order details. Analyze new order intake. Develop and implement custom project structure within SAP to facilitate Sales, Finance, Engineering, Manufacturing, Purchasing and Logistics processes leading to order fulfilment. Create all product line item numbers (in‑house manufacturing and third party items) and initiate Bill of Material configuration for Engineering (including product serialization). Initiate sales order cost structure and discount/margin/sales commissions structure determination. Purchase all equipment comprising sales order (parent company, sister company and third party vendors). Coordinate all order fulfilment logistics (export of sample products and materials, organize drop shipment, export paperwork, equipment and accessories delivery and coordination with Customer Service). On an ongoing basis, use discretion, CRM and order tracking tools to set priorities and manage project milestones (technical lockdown, payments, shipments, freight forwarding, deliveries, hand‑offs to project stakeholders). Review and verify technical specification and project changes to ensure customer suitability, project efficacy and profitability. Convene teammates to review project order and obtain their sign‑off. Work with MUWO and MUUS personnel as necessary to clarify all aspects of orders. Prepare customer correspondence (order acknowledgement letters, sample film letters, drawing approvals, etc.). Coordinate down payment and progress payment invoices and payments. Participate in regularly scheduled department meetings. Self‑assess technical knowledge and obtain training as necessary. Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience
Bachelor's degree in business or technical field and two years sales administration experience; or equivalent combination of education and experience. Experience with item master set‑up, ERP project creation, purchasing, CRM and customer service preferred. Ability to understand technical/mechanical concepts of our machinery and interpret drawings preferred. Language Ability
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or associates of organization. Math Ability
Ability to calculate figures and amounts such as discounts, interest, and percentages. Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Computer Skills
Proficiency in MS Office, particularly Word, Excel, and Power Point. Working knowledge of ERP systems required. SAP experience preferred. Certificates and Licenses
Current valid driver’s license and the ability to obtain a passport for travel as required by position. Supervisory Responsibilities
This job has no supervisory responsibilities. Work Environment
The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the associate is occasionally exposed to work near moving mechanical parts. The noise level in the work environment is usually moderate. Physical Demands
The associate must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus. The associate is regularly required to sit and talk or hear. The associate is frequently required to use hands to finger, handle or feel and reach with hands and arms. The associate is occasionally required to stand, walk, stoop, kneel, crouch, or crawl. MULTIVAC Behavior Standard
Maintain a positive work atmosphere by acting and communicating in a respectful manner with others at all times.
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Team with Technical Sales Advisors, Sales Administrators, and Sales personnel to advance and propel the sales operation and process by preparing professional, prompt and accurate sales orders and coordinating all aspects of order fulfilment. Time Utilization
This position will travel up to 5% of the time. Normal business hours are 8:00am to 5:00pm. Schedule needs to be flexible to accommodate sales team and customer schedules. Essential Duties and Responsibilities
Include the following. Other duties may be assigned: Manage incoming orders and work with Regional Sales Managers, other MUUS and MUWO operations personnel, and customers to clarify and manage all pertinent order details. Analyze new order intake. Develop and implement custom project structure within SAP to facilitate Sales, Finance, Engineering, Manufacturing, Purchasing and Logistics processes leading to order fulfilment. Create all product line item numbers (in‑house manufacturing and third party items) and initiate Bill of Material configuration for Engineering (including product serialization). Initiate sales order cost structure and discount/margin/sales commissions structure determination. Purchase all equipment comprising sales order (parent company, sister company and third party vendors). Coordinate all order fulfilment logistics (export of sample products and materials, organize drop shipment, export paperwork, equipment and accessories delivery and coordination with Customer Service). On an ongoing basis, use discretion, CRM and order tracking tools to set priorities and manage project milestones (technical lockdown, payments, shipments, freight forwarding, deliveries, hand‑offs to project stakeholders). Review and verify technical specification and project changes to ensure customer suitability, project efficacy and profitability. Convene teammates to review project order and obtain their sign‑off. Work with MUWO and MUUS personnel as necessary to clarify all aspects of orders. Prepare customer correspondence (order acknowledgement letters, sample film letters, drawing approvals, etc.). Coordinate down payment and progress payment invoices and payments. Participate in regularly scheduled department meetings. Self‑assess technical knowledge and obtain training as necessary. Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience
Bachelor's degree in business or technical field and two years sales administration experience; or equivalent combination of education and experience. Experience with item master set‑up, ERP project creation, purchasing, CRM and customer service preferred. Ability to understand technical/mechanical concepts of our machinery and interpret drawings preferred. Language Ability
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or associates of organization. Math Ability
Ability to calculate figures and amounts such as discounts, interest, and percentages. Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Computer Skills
Proficiency in MS Office, particularly Word, Excel, and Power Point. Working knowledge of ERP systems required. SAP experience preferred. Certificates and Licenses
Current valid driver’s license and the ability to obtain a passport for travel as required by position. Supervisory Responsibilities
This job has no supervisory responsibilities. Work Environment
The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the associate is occasionally exposed to work near moving mechanical parts. The noise level in the work environment is usually moderate. Physical Demands
The associate must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus. The associate is regularly required to sit and talk or hear. The associate is frequently required to use hands to finger, handle or feel and reach with hands and arms. The associate is occasionally required to stand, walk, stoop, kneel, crouch, or crawl. MULTIVAC Behavior Standard
Maintain a positive work atmosphere by acting and communicating in a respectful manner with others at all times.
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