Sales Operations Administrator

Position Title: Sales Operations Administrator

Reports To: Project Coordinator

Department: Sales

Exemption Status: Non-Exempt

Position Purpose

The Sales Operations Administrator will work directly with the Project Coordinator and will be responsible for performing a wide range of administrative and office support activities for the Sales Team. This individual must have outstanding proven communication skills sufficient to interact at the highest levels of our client relationships.

Essential Job Functions: The Sales Operations Administrator must be able to perform all of the following duties and responsibilities with or without a reasonable accommodation.

• Oversees eContracting to include the shared email box, training, communication, dealer setup, troubleshooting, and management of support materials and portals: Dealer Remits, iMoxy & TecAssured.
• Complete templates and IT tickets with all required information for new form setups in eContracting portals, DMS, and Code Revision table. Works closely with Legal to ensure any form revisions required are updated in needed portals/systems.
• Assists Project Coordinator with various tasks related to new program and product rollouts.
• Run weekly/monthly reports and distribute accordingly.
• Monitors remits in transit and complete monthly review/cleanup.
• Research requests for Change of Providers (COP) and Change of Agents (COA) and provide directive communication
• Participates in Product/Program meetings and maintains meeting notes, as needed.
• Manages F&I Sentinel communication related new dealers and new business/conversions
• Assists Sales Ops and Marketing with various projects to include but not limited to, Contests, SWAG ordering, and SWAG requests.
• Maintains updated list of the sales team addresses and contact numbers
• Resolves or delegates calls and emails in the shared Sales Ops email box in ensure timely resolution/responses
• Assists the Sales Team by working as a liaison between sales and other internal and external functions.
• Handles the coordination with Sales Team events which includes, but is not limited to, conventions, rep events, dealer/agent visits, contests, Sales Team visits, etc.
• Track and help drive completion of key deliverables and follow up on outstanding items.
• Gathers and maintains reinsurance documents needed to send to LodeStar for set up of companies. Assists with moving cession statements into correct folders for tracking.
• Maintains the Sales/Marketing Budgets, to include coding the charges that come in per month.
• Manages communication and distribution of new representative agreements.
• Handles the ordering of Holiday gifts for agents and Holiday postcard for dealers/agents
• Manages scheduling for Executive lunch meetings.
• Responsible for ordering meals and setup for Executive lunch meetings and snacks
• Utilizes Asana to track tasks and log important notes to keep the team informed
  
  

Duties And Responsibilities

• Manage time effectively, complete complex tasks and projects quickly with little to no guidance, think and plan ahead, react with appropriate urgency to situations that require a quick turnaround, and take effective action.
• Complete a high volume of tasks with minimal direction and be self-motivated.
• Ability to multi-task and stop/start projects on a regular basis.
• A high level of grammatical expertise in composing and/or editing memos, summaries, and presentation documents.
• Possess and exhibit an exemplary level of integrity and discretion in handling confidential information.
• Maintain a strong focus on continuous process improvement.
• Excel in a fast-paced environment.
• Be highly organized, detail-oriented and be able to prioritize time sensitive assignments.
• Work collaboratively in a team environment and build effective working relationships inside and outside of the group.
• Demonstrate sound judgment and problem-solving skills.
• Learn the organizational structure, team objectives, and adapt to company culture.
• Perform other duties that may reasonably be assigned.
  
  

Nature Of Supervision

The incumbent is responsible for exercising discretion and independent judgment when performing job duties and must display a high degree of ethics, integrity, professionalism, and respect. Minimal guidance is provided on some, but not all, tasks to be performed.

Supervisory Responsibility

This position does not have direct supervisory responsibility.

Education/Experience

The minimum educational background of an applicant to this position is a High School Diploma. Associate or bachelor’s degree in business or related field is preferred. Candidates must have a minimum of two years of administrative support or related experience in a detail-oriented customer service or administrative role, or an equivalent combination of relevant college coursework and experience.

In Addition, a Qualified Applicant Will Have

• High proficiency in Microsoft applications.
• Excellent written and verbal communication skills.
• Exceptional attention to detail.
• Strong organizational skills with the ability to properly prioritize tasks, manage time and respond to multiple demands.
• Ability to follow through and bring a project or issue to its full conclusion.
• Must maintain composure, display professionalism and a positive demeanor at all times.
• Must be dependable, resourceful, flexible and possess a strong work ethic.
• Demonstrates a high level of initiative and customer service orientation.
• Excellent interpersonal skills including the ability to work as part of a team and engage with peers and management in a collaborative and diplomatic manner.
  
  

Work Environment

Most job responsibilities are performed while seated indoors with little exposure to hazards. Some flex hours may be required (must be able to work nights and weekends on a non-routine basis).

Contacts

Interaction will occur with all levels of employees and management, outside vendors and contractors in the performance of the job duties as they relate to the Sales Operations Specialist. Interaction will generally entail the exchange and gathering of information and responding to questions and requests directed at the Director of Sales and/or EVP of Sales.