Administrative Assistant

Overview:

The Administrative Assistant is responsible for providing support to the Sales & Estimating department, Novia’s customers and Novia’s visitors. Conducts follow ups, handles incoming order requests through phone/email, initiates and processes orders, and coordinates product releases with operations to ensure orders arrive as intended. This role strongly supports the Estimating and the Sales Engineers on all initiatives pertaining to our business.

Essential Duties include, but not limited to:

• Answer all incoming calls to the business, assisting caller by answering questions, gathering information, transferring to needed parties and taking messages to relay to proper contact.
• Welcome visitors into the office area and assist them with signing in and connecting them with their needed party.
• Assist Sales & Estimating team in establishing, developing, and maintaining business relationships with current and prospective customers to generate new business for the organization’s products and services.
• Act as a customer service agent, responding to prospective customer inquiries and requests for quotations or information.
• Assist sales personnel with acquiring and managing project-related information.
• Process customer orders.
• Perform data entry when orders are placed, changed, released, etc.
• Communicate with Operations throughout order processing and release.
• Work closely with Engineering and Operations teams to ensure milestones are met and projects remain on schedule.
• Maintain sales information databases and perform follow-up activities (backlogs, following up on quotes, etc).
• Communicate effectively with customers and inside personnel to resolve any invoicing or payment issues.
• Assist in design and engineering of projects as required.
• Additional duties as required by the business.

Qualifications:

• 2 or more years of sales experience in vibration isolation, equipment manufacturing & sales, HVAC, and/or industrial construction preferred, but not required.
• Detail-oriented professional with excellent organizational skills and the ability to multi-task within a team-oriented environment.
• Strong verbal and written communication skills. Friendly and well-spoken.
• Strong computer skills including Microsoft Excel, PowerPoint, email, and data entry.
• Desire to grow within the company.
• Must be able to work under time pressures, set priorities, and meet deadlines.
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Other Information:

• Hourly - Part Time (hours and days are dependent on company needs)
• Weekly Pay on Thursdays
• Amazing benefits include:
  • 401K with company match