Administrative Assistant Sales and Purchasing (Hybrid)

Job Description

Job Description

PCS International is seeking a Sales and Purchasing Assistant to join our team! This position facilitates the “behind-the-scenes” sales processes, and is responsible for scheduling, data entry, purchase order creation and reconciliation, vendor communication and billing functions to help drive company success. It is a full-time, on-site position in our Inverness, IL office offering flexible scheduling and potential hybrid opportunities for work/life balance.

ESSENTIAL JOB FUNCTIONS:

· Monitoring sales board for new sales appointments and changes to appointments

· Processing routine opportunities into tickets and agreements

· Preparing and sending quotes for Account Executives (AE) when they use the quoting sheet

· Creating routine proposals for sales executives

· Maintaining: proposal templates, meeting activity tracking sheet, and deal status in several tracking systems

· Entering new products, customers and making bulk changes to products.

· Processing license additions, changes, or removals for customers for a variety of cloud products

· Auditing consumption-based products, adjusting agreements, generating invoices

· Creating product agreement purchase orders, matching purchase orders (POs) against vendor bills, and creating exception report

· Special projects like cleaning up old opportunities, creating bulk proposals, etc.

· Handling all vendor communications regarding price disputes, credit requests, returns, cancellations

· Receiving all vendor bills

· Receiving all payment types into correct record - scanning checks, entering into QuickBooks

· Processing recurring services reconciliations/consumption (auditing) and recurring invoices and updating client agreements with changes

· Placing routine hardware orders, updating ticket and PO statuses

· Creating shipping labels, boxing up and shipping items to clients, employees, vendors, etc.

· Tracking order deliveries across multiple portals, providing clients with status updates and updating tickets through procurement stages

· Managing inventory, both internal and external, by conducting inventory audits and maintaining inventory lists at all client locations

· Creating postings on eBay for unsold inventory

· Acting as backup for Microsoft licensing renewal tracking and communications

· Work virtually with IT staff as “smart hands” to make minor updates with instructions

· Assist with client cancellations and offboarding

· Recording all activities via ticket system

· Performing other office tasks as required, such as answering telephone calls and filing

REQUIREMENTS:

Education and Experience:

· H.S. diploma required; A.A. degree in Marketing, Business Administration, or related field preferred

• Minimum 2 years of experience in office administration with customer service

Skills/Abilities:

· Proficient in Microsoft Office Suite (particularly managing Outlook calendars for self and others, creating/modifying PowerPoint presentations and Word)

· Ability to communicate effectively via email, phone, and Teams/Zoom

• Familiarity with QuickBooks strongly preferred

· Accurate data entry skills

• Ability to prioritize and multi-task

· Excellent organizational skills and attention to detail

· Ability to function effectively in a fast-paced environment, managing multiple priorities and deadlines

Physical Requirements:

· Employee must be able to bend, stoop, kneel, climb, walk, talk, stand, sit, see, hear, type, have dexterity in both hands to type or keyboard, lift 15 pounds 1-2 times per week, drive and read

· Employee must be able to report to work timely for his or her appointed and work diligently for eight hours with possible overtime

· Employee must be able to communicate cogently and with a proper demeanor with co-workers and customers through e-mail, over the phone, via webcast and live

PCS International is an Equal Opportunity Employer. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.

PCS International is a stable 38-year-old technology company (IT Infrastructure) with multiple sister technology companies (Cloud Solutions and Cybersecurity) who are rapidly growing and expanding our IT offerings.

Company Description

PCS International is a stable 38-year-old technology company (IT Infrastructure) with multiple sister technology companies (Cloud Solutions and Cybersecurity) who are rapidly growing and expanding our IT offerings.