Sales Correspondent I

Primary Work Location

Lincoln, NE

Overview

Process sales orders, prepare shipping documents, generate and print order confirmations or pick lists, send invoices to customers (via mail or email); handle incoming customer calls to place orders, check order status and/or pricing and availability of product; maintain sales order files; maintain customer contact information; provide assistance to Sales and Marketing personnel.

Professional Qualifications

Education

• High School diploma a minimum, associate degree preferred.

Experience

• Minimum one (1) year of experience in office environment.
• Experience with Personal Computers (example: word processing and spreadsheets)
• Ability to effectively use office equipment (copier/calculator/fax machine/multi-extension telephone).
• Some experience with order processing preferred.

General

• Excellent communication skills in English (verbal/written) and interpersonal skills.
• Ability to manage multiple detailed projects accurately.
• Ability to make arithmetic calculations accurately and routinely.
• Self-starter, motivated, able to work without supervision.
• Enjoys and works well with other people.
• Accuracy and attention to detail.
• Dependable, positive attitude, and good attendance

Position Responsibilities

SPECIFIC:

• Order Processing for domestic and international customers: Process orders through purchase orders, credit cards, or wire transfer by phone/fax/email, or web. Handle all processes from initial order entry through final invoicing.  This includes customer address verification, order consistency with quotations, price accuracy and availability, and other documents required, before document distribution to the Shipping Department.  After shipment; process invoices, and send to the customer through email or mail.  Scan all documents and maintain after sale records.
• Shipping Documents for domestic and international customers: Prepare documents in compliance with all regulations and coordinate with carriers, customers, forwarders, distributors, and Shipping Department.
• Communication with domestic and international customers: Handle incoming calls, emails, web orders, and any other customer concerns, related to their order, shipment or invoice.  
• Database Management: Enter into databases such as Salesforce and the Company ERP System, the appropriate information with all pertinent order and quotation information, which includes Account, Contact, Asset, and Case information.
• Customer Contact Files: Maintain current address files in ERP by updating information or creating new customer contact files. 
• Confidentiality: Discretion must be used with inside LI-COR information and with customer information, e.g., credit cards.
• Serial Number Entry for domestic and international customers: Ability to enter serial number records before or after the sale in Salesforce database.  In addition, enter the purchase, shipping, and extended warranty end-dates as needed.
• Loaner/Demo Equipment: Able to prepare packing lists and associated forms for shipment of equipment used at trade shows and demonstrations for ENV only.  Maintain an accurate record of the status of equipment.  Manage carnets; i.e. order new, turn in when expired.  Use Salesforce to coordinate equipment.  Add or remove LI-COR inventory items as needed.
• Teamwork: Assist other Sales Correspondents with tasks & duties including backup when they are out on leave, in meetings, at training, or otherwise unavailable.  Share receptionist responsibilities when needed.

SERVICE & REPAIRS (may or may not be asked to perform these tasks)

• Repair Order Processing: Able to support the process of servicing and/or repairs from receipt, through the technical service/repair, to providing cost estimates to the customer.  This will include checking the warranty information, details of the Service Information Form, date requests, and cost accuracy before entry and distribution of final paperwork to appropriate departments.  Complete necessary paperwork to return ship service/repair orders.  Create invoices and collect payments through purchase orders, credit cards, or wire transfers.  Keep current status report for technicians.  Send acknowledgements and shipping details to customers and distributors as requested.  Maintain all pertinent records by scanning documents.
• Quotations:  Prepare requested quotations and/or proforma invoices including estimation of freight and insurance costs (if required).  Complete proper requester’s forms using the appropriate software.
• Shipping Documents: Prepare documents in compliance with all regulations and coordinate with carriers, forwarders, distributors, customers, and our shipping/receiving department. Participate in seminars and workshops as needed to stay informed of current shipping and export documentation compliance rules and regulations.
• Communication:  Handle customers’ incoming requests for instrument service and/or repair.  Create and communicate RMA numbers using Salesforce.  For all other support and/or service/repair requests, forward communication to the Technical Support Department.  Customer requests may be received through calls, emails, faxes, etc. to request RMAs, prepare requests for quotations, inquire on status of service/repairs, and inquire on shipping status. 
• Customer Contact Files: Maintain current address files by updating information or creating new customer contact files. 
• Database Management:  Enter into databases such as Salesforce and the ERP System the appropriate information, with all pertinent service/repair and quotation information, which includes account, contact, asset, and case information.  Record technical ‘fail codes’ for instruments returned to LI-COR. 
• Serial Number Entry: Enter Serial Numbers for all instruments (unless already in the system), except for accessories, into Salesforce database as Assets.  In addition, enter the Case Reason for the return of the instrumentation.
• Loaner/Demo Equipment:  Able to prepare packing lists and associated forms for shipment of equipment used at trade shows and demonstrations.  Maintain an accurate record of the status of equipment.  Use Salesforce to coordinate equipment.  Manage carnets; i.e. order new, turn in when expired.  Add or remove LI-COR inventory as needed.
• Teamwork:  Assist other Sales Correspondents with tasks & duties during high volume periods.  Be able to handle requests and cover the tasks & duties of other Sales Correspondents when they are out on leave, in meetings, at training, or otherwise unavailable. Share receptionist responsibilities when needed.