Support the Structured team by providing diverse high-level administrative support to the internal Sales Operations practice.

Structured Communication Systems is a leading information technology consultancy and systems integrator. We are experts at architecting and implementing secure and reliable solutions for delivering business applications, ensuring business continuity, enhancing data center performance and efficiency, enabling mobile workers, securing information assets and providing information security and governance.

Structured has an immediate on-site opening in Clackamas, Oregon for a Sales Operations Assistant that is responsible for providing high-level administrative support to our internal and external sales teams. This includes working closely with team members to ensure order accuracy, prepare and deliver quotations, update, and forecast reports using Structured’s CRM tool, and manage various data entry tasks. Additionally, this position involves general office support, such as answering calls, organizing travel requests, coordinating events, overseeing mail distribution, ordering office supplies, and handling other assigned clerical responsibilities.

(Must be able to work on-site in Clackamas, Oregon five days a week.)

Essential Duties and Responsibilities:

An individual must be able to perform each essential duty satisfactorily in order to meet the qualifications required to perform this job successfully.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Presents a professional, businesslike image to clients, visitors, vendors and the public.
  • Answers telephones professionally and direct calls to the appropriate employee.
  • Greets guests in a professional, friendly, hospitable manner.
  • Coordinates and facilitates travel needs for various personnel such as hotel, flight and car rentals and prepares other travel related documentation.
  • Provides comprehensive administrative support to the Sales Operations team including preparing plans, reports, letters, spreadsheets, and presentations, primarily via the MicrosoftO365 Suite and Salesforce.com platforms.
  • Monitors purchase order progress to ensure timely delivery and communicates with customers regarding expectations.
  • Analyzes and tracks orders for Sales Operations activities utilizing designated accounting software.
  • Supports Sales Operations meetings by tracking project milestones, helping resolve issues, and monitoring progress of assigned tasks as directed.
  • Assists with sales order/purchase order processes, including verifying accuracy of information, data entry, record maintenance, and supporting document management.
  • Enters, transcribes, records, stores, and maintains information in written or electronic form for the Sales Operations team operations.
  • Assists in resolving customer order issues as directed and communicates effectively with internal teams to address and resolve any issues.
  • Acts as a liaison between internal clients (e.g., account executives, engineers, management, customer service) and external clients as directed.
  • Contacts customers to obtain, verify, and update account information as needed.
  • Coordinates and schedules conference rooms for internal teams, vendors, and opportunities, as required.
  • Responsible for maintaining the general cleanliness of the office kitchen and general office areas and ensures that conference rooms are clean and presentable and stocked with food/beverages.
  • Maintains, organizes, and files documents on a daily, weekly, and monthly schedule as required.
  • Receives, sorts, and forwards incoming mail and maintains/routes mail to appropriate personnel.
  • Provides backup coordination of marketing events and ticket distribution.
  • Provides complete, accurate and timely updating, forecasting and sales process status reports.
  • Builds and maintains relationships with key internal and external business contacts.
  • Follows current policies and procedures for tracking activities in the CRM tool, Salesforce.com.
  • Additional duties as assigned.

Competencies:

  • Promotes and maintains a high standard of customer service at all times.
  • Ability to maintain strict confidentiality.
  • Excellent verbal and written communication skills.
  • Strong organization and time management capabilities and exceptional attention to detail.
  • Demonstrated ability to work in a fast-paced, deadline-driven environment.
  • Ability to maintain and continually develop accurate product and application knowledge.
  • Strong interpersonal skills, including communicating, fostering, and maintaining relationships with internal teams, customers, prospective customers, and vendors.

Education and Experience:

High School Diploma or GED or five years related experience and or training; or equivalent combination of education and experience in customer service area.

  • Knowledge of fundamental principles and processes for providing personal services and a customary understanding of order processing and data entry procedures are a plus.
  • Working knowledge of Sage 100 and familiarity with Salesforce or other CRM tools is preferred.

General Office Computer Skills:

To perform this job successfully, an individual should be an experienced user of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams) and have experience with customer relationship management (CRM) tools, such as Salesforce.com.

Language Skills:

Ability to read, analyze and interpret quotes and reports. Ability to correspond, effectively present information, and respond to questions from employees, management, vendors and customers.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is generally sedentary in nature, but may require frequent standing, walking, talking, and hearing. Frequent use of phones, computers and other general office equipment is required. While performing the duties of this job, the employee will be required to lift and/or move up to fifty (50) pounds.

Must maintain a valid driver’s license and motor vehicle insurance (at least equal to the state’s minimum coverage requirements).

Working Conditions:

The working conditions characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is regularly performed within an office environment, with standard office equipment available; the office work environment lighting and temperature are generally moderate.

This position occasionally may require an adjusted work schedule and evening hours in order to meet or conduct overall monthly, quarterly and year end close process needs outside of normal business hours, including weekends and holidays.

Compensation

Our organization provides a full compensation package that facilitates development and growth. The benefits package includes medical, dental, vision, group life and AD&D insurance, and long and short-term disability coverage and 401(k). We also provide training on mutually agreed upon professional goals through a combination of self-study courses, formal training, and on-the-job training. Obtaining industry based certifications is highly encouraged.

***We are interested in all qualified candidates that are eligible to work in the United States. However, we are not able to sponsor visas.***

* Structured is an Equal Opportunity Employer with a strong commitment to supporting and retaining a diverse and talented workforce.