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Kubota Engine America

JOB TITLE:

Sales Assistant

DEPARTMENT:

Sales

REPORTS TO:

Sales Administration Supervisor

FLSA STATUS:

Non-exempt

Job Description Summary

The Sales Assistant is responsible for supporting the MOEM, OEM and Distributor sales process through receiving, entering, monitoring, and billing of orders. Provides customer support by responding to inquiries regarding sales orders and various other matters. All work follows generally prescribed routines, with supervision being readily available.

Duties and Responsibilities

Process orders from first receipt through billing in an accurate and efficient manner (includes: working with oversees factory to schedule the engine production at the plant, creating Purchase Orders to purchase the engines from the plant, tracking the import into the US, creating sales orders and invoices once the sale is complete)

Monitor the progress of orders from receipt to final shipment to assure timely delivery, detect problems, or expedite if required, by effectively communicating with the customer, KBT, MTS and warehouse personnel

Create Commercial Invoices and work with freight forwarders providing documents for export shipments

Create Monthly open order reports and provide to customers - OEM and Distributer

Maintain monthly Yen rate files, compose rate letters and provide to customers

Create and maintain customer price and material master files in SAP for MOEM customers

Maintain and update engine quotation files for each customer

Monitor customer supplier portals for changes in material demand and shipping schedules

Manage engine inventory for both onsite and offsite stocking programs; creating inventory management reports

Receive, research, and answer customer inquiries regarding sales orders and various other matters in a positive and supportive manner

Forecast customers demand OEM and Distributer accounts

Provide monthly margin and sales reports to sales managers. Track actual sales results vs. forecast. Prepare information for sales meetings

Assist accounting to resolve account receivable past due invoices and invoicing discrepancies

Support Logistics group with loading daily serial number files and troubleshooting errors as required

Perform a variety of clerical functions such as compiling and arranging routine data, making standard computations, processing documents, maintaining records and files, etc

Maintain various spreadsheets and other data records by extracting, combining, updating, and creating new spreadsheets

Document processes and update existing scripts

Manages special projects as assigned

Make copies, fax documents, perform other clerical functions and duties as assigned

Maintain an organized and secure work environment

Support co-workers in other departments as needed

Inform Manager of all noteworthy activities

Follow safety guidelines and department and corporate policies and procedures

Authority

N/A

Job Knowledge, Skills, and Abilities

Excellent communication and interpersonal skills demonstrated by the ability to resolve conflicts, develop appropriate solutions to problems, and develop and maintain mutually beneficial relationships with customers and co-workers

Ability to follow standard work instructions; be reliable and punctual

Excellent customer service skills

Ability to multi-task, establish priorities and meet deadlines, maintain a flexible attitude and approach towards assignments, and maintain level of organization in a changing and fast paced environment

Good command of the English language, both written and verbal

Ability to comprehend an extensive variety of instructions, both oral and written

Excellent written and verbal communication skills

Strong problem solving skills and discernment for various decisions such as @type of shipping method when not specified, pricing issues, or other system situations

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers and decimals

Intermediate knowledge of word processing and advanced knowledge of spreadsheet applications

Working knowledge of SAP

Ability to operate telephone, copier, fax machines, and other general office equipment

Education and Training

Associates Degree or equivalent

Kubota Engine America

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