Administrative Assistant PAC

GENERAL PURPOSE OF THE JOB:

The Administrative Assistant supports sales campaigns and all aspects of sales and marketing activities for Pure Air Control Services, a division of WTI (PACS), having a primary emphasis on administrative support.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Key contacts and direct communication will be made with all levels of company management, vendors, clients and prospective clients.

• Tracking, follow up and completion of multiple tasks is an absolute must, and candidate must be able to organize and track tasks, and follow up on action items across a substantial number of projects and requests. An ability to organize, triage and efficiently execute a myriad of daily tasks and follow-ups of short-term and long-term projects is necessary to earn the trust of the sales and marketing team.

• The Administrative Assistant will be the party responsible for ensuring opportunities/proposals/quotes/bids are properly and timely:

  • Entered into software systems (e.g. Salesforce, e-Builder)

  • Ensure all action steps of the process are followed promptly and correctly by the appropriate parties to create the proposal, estimate the opportunity, and provide the opportunity to the customer

  • Ensure mathematical calculations on pricing are correct

  • Coordinates sales activities such as writing and editing proposals, quotes, RFQ and RFP (bids), complete and assemble bid packages as assigned, and vendor registrations.

• Understand step by step process from receipt of a purchase order to execution of work across multiple departments

• Assist with miscellaneous administrative requests from PACS executives

• Liaison with corporate office on requests and assist with maintaining compliance with corporate procedures on expenses, insurance, contracts, etc.

• Plan and coordinate inter-departmental and intradepartmental meetings, including utilizing technology to facilitate virtual meetings

• Schedule virtual and live meetings with clients, prospective clients and partners

• Manage projects for the sales and marketing teams-e.g. research and book conferences/trade shows, assist sales and marketing team with planning, follow-up and execution of long-term initiatives, training initiatives.

• Provide customer service and answer questions from clients

• Establish and maintain sales department records and files; maintain client management software (Salesforce) and maintain required reporting

• Provides information, research, and resolves problems assigned

• Assists with Sales research as assigned

• Administers sales calendar, as assigned

• Performs other related duties as assigned or requested.

• This position requires interfacing with various departments and levels of management to achieve position goals and objectives.

• Other duties as assigned by management.

OTHER SKILLS AND ABILITIES:

• Extremely detail-oriented

• Excellent writing, editing, and proofreading skills

• Experience with virtual meeting platforms (Microsoft Teams a plus)

• Expert level CRM (Salesforce) experience required.

• Previous professional sales admin experience

• Ability to gather, analyze, and interpret information

• Ability to independently complete tasks and responsibilities

• Exceptional communication skills

• Highly organized

• Adaptable to assume additional responsibilities as the firm continues to grow or as needed by the immediate supervisor.