Job Summary

Sales/Administrative Assistant

  • Location:
    Manlius , New York
  • Category:
    Customer Service (non-IT)
  • Contract Type:
    Contract/Temp to Hire
  • Job reference:

Sales/Administrative Assistant

  • Responsible for providing administrative and sales support to sales teams and office staff by performing the following duties.


  • Responsible for all incoming phone calls and transferring caller to voice mail when necessary.


  • Prepares marketing and client correspondence.


  • Responsible for preparing and proofreading drafts as well as final documents including the preparation of client bid packages along with respective requirements for overnight mail, email, or online submission.


  • Assists in preparation of written and email correspondence to include follow-up letters to meetings, introductory letters, responses to RFP’s, and formal proposals.


  • Coordinates and schedules travel arrangements including flights, hotel, and car rentals (including personal travel for the CEO).


  • Coordinates appointments via call or email as needed and helps maintain and coordinate Outlook calendar.


  • Updates and utilizes Salesforce for tracking proposals, sales, notes on individual contacts, and others as needed, also adds recent personal and company information.  


  • Keeps contact records up-to-date with new personnel, including titles, company, location, phone, email, and others as needed by obtaining accurate contact information including email signatures, business cards, company web sites, and LinkedIn.


  • Assists in development of marketing materials including marketing collateral, case studies, and provides this information to the sales team.


  • Direct mail and email campaign coordinator.


  • Responsible for coordinating and producing separate and regular direct mail and email blasts every 30 days or as needed on the various product lines.


  • Responsible for distributing all incoming facsimile transmissions and for sending outgoing transmissions.  


  • Responsible for coordinating, typing and printing of newsletter, organization of client lists, and coordination with outside mailing service for labeling, stuffing, and mailing.


  • Responsible for keeping website updated for product information, news, releases, quarterly newsletter, and others as needed.


  • Coordinates with web designer for all updates and design needs.


  • Organizes and maintains all company correspondence files and maintains electronic copy of correspondence and proposals by customer.


  • Responsible for directing and overseeing interns and ensuring the accuracy of their work.


  • Coordinates with CFO regarding files to scan for retention, including financial files, buy/sell, accounts payable, and sales tax.  


  • Organizes scanned electronic files in shared folder.


  • Manages the fleet of company cars, including use scheduling, mileage tracking, regular maintenance, periodic detailing, swapping tires, and any other vehicle related matters.


  • Responsible for overall appearance of the office including kitchen, conference room, storage and copier room, recycling, watering of plants, making sure everything is stocked, and others as needed.  


  • Responsible for the maintenance, supplies, and functionality of the photocopier and fax machines.


  • Contacts landlord and building management for any building repair needs.


  • Provides administrative support for the CFO and administration in various aspects of office management including telecommunication needs, purchases of equipment and office furnishings, record retention, contracts for office equipment, leased and owned vehicles, and network support.


  • Ensures that others are cross trained to assist when the Sales/Administrative Assistant is out of the office and coordinates coverage for all areas necessary.


  • Prepares and updates written procedures for all tasks so that others can fill in as necessary.

Supervisory Responsibilities:

  • Directly supervises six-part time employees/interns.


  • Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.


  • Responsibilities include training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Computer Skills:
To perform this job successfully, an individual should have extensive knowledge of Microsoft Word, Microsoft Excel, Power point, Outlook and WebMail, internet use, Sales force, WordPress, and partner portals.
Associate's degree (A. A. / A. S.) or equivalent from two-year college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.
Certificates and Licenses:
Valid driver's license
Basic office equipment
Knowledge, Skills, and Other Abilities:
Time management
Oral and written communication skills
Phone skills
Organizational skills
Accurate proofreading skills
Superior customer service skills
Ability to work independently or within a team

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Equal employment opportunity information:
EEO is the Law (poster) | EEO is the Law (poster supplement) | Reaffirmation of Affirmative Action Policy Statement