Administrative Assistant

Xcaliber Containers • Graham, TX • 2w ago

Company Overview:

XCaliber Container, LLC is a leading supplier of shipping containers in Texas, New Mexico, and Oklahoma dedicated to providing innovative and high-quality storage solutions to our customers. With a focus on excellence and customer satisfaction, we are committed to driving growth and success in the storage industry. As we continue to grow and expand our operations, we are seeking a skilled and experienced Sales Assistant to join our team and support our Sales team/function.

As a Sales Assistant at XCaliber, you will support our sales team by managing customer inquiries, processing orders, and providing administrative support to streamline sales operations. This role involves assisting with sales documentation, updating customer records, coordinating schedules, and ensuring exceptional service to clients. Youll play a vital role in helping our sales team meet goals while delivering a seamless customer experience.

Key Responsibilities

Support the sales team in administrative tasks, including data entry, preparing sales documents, and customer service

Assist with documenting communication between the sales team and other departments, such as marketing and customer service

Research companies and CRM contacts to create opportunities and activities as requested by the Sales Team

Assist in the preparation and follow-up of sales orders, Docusign and contracts

Ensure all terms and conditions, deposits, and customer specifications (including drawings) are complete

(process) sales orders into production work orders and submit to Production Scheduler loading in Microsoft List

Manage and respond to customer inquiries and complaints in a timely and professional manner on existing orders, always copying in the sales rep and tracking in CRM

Communicate with Quality Control team to gather completed images for the final packet to be sent to the customer and relay defects and prepare rework documents if needed.

Support the sales team with the organization of trade shows, exhibitions, and other sales events

Work with receptionist to optimize flow of inbound call activities

Compiling the final data package and confirmation of payment from customer for completion of sale

Track the completion of the sale and enter task for logistics

Liaison between Sales and Production Scheduler

Know the product suite and be able to assist with general calls, taking notes in CRM and notifying sales team/member

Work on behalf of the Sales Team when they are out of office or tied up with fulfilling the order and, or customer service.

Confirming all details on the sales order and work order are complete without errors prior to sending over to the Production Scheduler

Work with accounts receivable each morning to confirm payments, as well as match payments with sales orders, and invoices

Requirements

::: {bind="html: Job.Requirements"} Requirements

Experience: 1-3 years in a similar role, preferably in sales support, customer service, or administrative assistance within a manufacturing or related industry.

Education: High school diploma or equivalent required; an associates or bachelors degree in business, marketing, or a related field is preferred.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with OneDrive, HubSpot, Workflow, DocuSign, NetSuite, and SmartDraw is a plus.

Communication Skills: Strong written and verbal communication skills for effective customer and team interactions.

Organizational Abilities: Demonstrated ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.

Other Skills:Ability to adapt in a fast-paced environment, be a collaborative team player who can work closely with internal teams and external clients, and who possesses the ability to work independently and take initiative.

:::

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