Job Title: Sales and Office Administrator
Based: Houston, Texas
Direct Line Reporting To: Office Manager
Job Purpose: Responsible for sales order administration of products and services and also office administrative duties as detailed below.
Responsible for sales order administration of products and services (such as warranty, repairs, and training) which includes quoting in CRM, invoicing, reviewing and entering purchase orders from customers, raising purchase orders on parent company or third party vendor, and coordinating timely shipments/deliveries. This requires working closely with the Office Manager, sales team, Financial Controller, Logistics Coordinator (in the Houston office) as well as the sales administrative team (in the UK office).
Responsible for travel coordination of offshore visits which includes domestic and international flights, hotels, and car bookings.
Track field engineers’ training records to ensure training requirements are up-to-date.
Code freight invoices to proper G/L account and also identify the sales order number each charge relates to, then forward invoices to Financial Controller for processing.
Meet monthly deadlines set by Financial Controller/parent Company’s accounting close schedule whereby the processing of sales orders, purchase orders, and sales invoices (for products and services) are completed by the month-end cut-off.
Complete the “New Customer Set Up and Credit Approval Form” upon a new customer’s submission of a PO and form is to include requested payment terms and/or value of credit limit.
Work with Financial Controller to perform annual and perpetual stock takes and ensure physical stock movements are properly controlled and transacted.
Responsible for general office administrative duties such as answering phones, checking in visitors, sorting and distributing mail, ordering office supplies, logging in checks/deposits, and coordinating lunches.
Supports the Office Manager with coordinating special events such as annual golf tournaments, company BBQ, etc.
Meet company’s attendance/punctuality expectations whereby office hours are 8AM – 5PM therefore, attendance at work no later than 8AM is critical.
Flexible and open to other responsibilities which may arise due to organization needs and changes.
Support and participate in the organization’s established Quality Management System to comply with ISO9001 requirements.
Supports and participates in organization’s HSE policy and procedures to comply with OHSAS 18001 standards.
Dimensions & Scope of the Role
Regional Office: A member of the Sonardyne, Inc which comprises: Sales, Technical Support, Finance, and Administration.
HSE/Quality Team: HSE/Quality Team comprises the HSE Team and the Quality Team (in the UK office) and the HSE & Quality Advisor in the Houston office.
Budget Responsibility: No budget responsibility, however, actual sales revenue and related cost tracking and reporting will be an integral part of the role to enable the Financial Controller to reconcile against budget figures.
Travel Requirements: Predominantly an office based role with limited travel in the local area. International travel may be required to attend training and meetings at Sonardyne International in the UK on occasion.
Internal Company Interfaces: Principal interfaces include all employees and management in Houston as well as sales administrative team in the UK office.
External Interfaces: Vendors/suppliers, contractors, visitors, customers and their respective A/P and or invoicing portals
- High school diploma or equivalent diploma. Associates or Bachelor’s degree is preferred
Basic knowledge of customer service principles
Interpersonal skills – positive interactions with customers, staff members and all levels of management
Computer – Microsoft Word, Excel, Outlook and company’s internal software
- Personal Skills
- Work organisation including planning, multi-tasking and prioritisation
Be ‘hands-on’ and goal oriented
Pressure/deadlines – ability to work under pressure of schedules
Communication – exceptional phone skills; oral and written skills are clear, concise and achieve intended objectives
Attention to detail
Pro-active rather than re-active approach
Problem solving – ability to investigate problems or potential problems to avoid reoccurrence
Core Company-wide Responsibilities
To promote a ‘safety-first’ culture, ensuring strict compliance with Customer and Sonardyne Company policies, procedures and practices relating to Occupational Health & Safety and Environment, including completion of risk assessments, workplace inspections, wearing of PPE, undertaking training and communication re safe working instructions, incident investigations etc and ensuring timely identification, escalation and resolution of any aspects that could adversely impact employees health and safety, or others, as a result of Sonardyne work activities.
To actively contribute to the Company’s continuous improvement process through presentation of corrective actions, suggestions or initiatives focussed on increasing efficiency, productivity, customer satisfaction and employee morale throughout Sonardyne.
To keep up to date with Company organisation and structure, technology, products, applications and customers, through attendance on training events, personal liaison with internal commercial, technical and business support staff and awareness of general Company internal communications.
To establish, maintain and promote effective working relationships across the Company based on positive two-way communications, planning and a collaborative working style. To ensure awareness, understanding and adherence to all Company Policies and Procedures, including Health & Safety, Anti Bribery, ISO-QMS, Financial, Commercial and Operational. continuous development activities including formal training, self-directed learning, use of professional networks, literature reviews etc.