Sales Administrative Assistant

Position Summary: 

Seeking a driven and motivated Sales Administrative Assistant to join our local sales team. This position will be working out of a busy sales office in Milton, MA supporting sales engineers with our growing company. This is not a remote role.

Why Work for CaptiveAire? 

• Nation’s leading manufacturer of commercial kitchen ventilation systems, and now offering a complete solution of fans, heaters, ductwork and HVAC equipment.  Our primary purpose is to provide fully integrated, sustainable HVAC Systems.
• Leader in the industry for over 40 years with innovative technologies, unmatched service, competitive pricing, and rapid lead times.
• Mission: to provide the highest quality products and service to our users at the lowest possible price
• Strong commitment to the development of our employees, including continuous education opportunities like sponsorship for Professional Engineering license and continuous education through weekly webinars and company developed technical videos 

What our employees have to say: 

There is never a day you don’t learn something new at CaptiveAire. I am able to learn something new due to the freedom to take on new tasks independently and problem solve. 

I love the mindset of continuous learning and pushing the bounds of your capabilities and knowledge. I love the people I work with and the environment, particularly in a world where remote work is common. I love how Captiveaire is all about connections, with customers, coworkers, end users, and everyone in between.  

One of the things I appreciate most about CaptiveAire is how strongly it embodies the entrepreneurial spirit. I’m empowered with the autonomy to manage my work independently, while also benefiting from the robust support and resources of a large, well-established company. 

CaptiveAire is fast-moving and no-nonsense. We operate differently than any other company that I've worked for with our decentralized structure. Quick action is taken when a good idea is presented. We are focused on end users where the rest of the industry is very short-sighted. We are on the front lines, actively changing the landscape of the HVAC industry. 

Learn more about CaptiveAire and our products here 

A Day in the Life: 

A Sales Administrator role encompasses a wide variety of tasks where one day does not look exactly like the next. The projects our team handles are high in volume and unique from one another, spanning throughout the whole course of design, procurement, coordination, and post-sale support. 

Typical tasks include: 

• Assisting Regional Manager and sales team with managing multiple project simultaneously to ensure timely completion.
• Working with cross functional teams to ensure efficient communication during projects.
• Fire System coordination including obtaining bids from various contractors, handling POs and invoices
• Following up with customers on past due invoices
• Coordinating with project managers, subcontractors and other customers to streamline communication.
• Assisting with preparation of bids, proposals and contracts specific to projects.
• Managing and updating project documentation according to construction schedules and deadlines.
• Processing invoices for vendors.
• Handing of shipping issues, coordinating with carrier and customer
• Assisting with submitting warranty orders
• Handling incoming calls and emails efficiently and professionally.
• Ordering office supplies as needed

Comments from some of our Sales Administrators: 

I love learning something different on a daily basis. No day is the same. 

I absolutely adore my team! I have two of the best managers anyone can ask for. By nature, I enjoy helping people, so it's right up my alley to assist customers in any way I can.

I like the support our sales admins receive from each other, whether it is through training or Teams chat. I love working for CaptiveAire because of the continuous ways they are always trying to improve and stay ahead of the competition, always striving to provide the best air quality in any application. The webinars are helpful and a great way to learn about various topics, that can be helpful even in the sales support admin role. 

Primary Job Responsibilities:

• Assist with equipment drawings and proposals. 
• Vendor subcontracting and coordination.
• Shipping specialist - managing freight issues, tracking, customer inquiries.
• General sales support as needed.
• Office management. 
• Customer visit scheduling.
• Coordinate service requests, emergency situations/scheduling.

Qualifications:

• Associates degree in Business or STEM field preferred
• Previous administrative support/office experience
• Must have strong computer and organizational skills, including Microsoft Excel proficiency
• CAD/drafting experience a plus
• Comfortable using Apple products
• Familiarity with subcontracting and the construction industry a plus

Benefits:

• Medical, dental and vision insurance 
• Disability & life insurance based upon election of medical insurance 
• 401k with employer match 
• Paid holidays 
• Paid time off (PTO) based upon tenure 
• Flexible spending account (FSA) 

Salary: $55k-70k annually, dependent upon experience plus monthly bonuses based on productivity and profits.

Captive-Aire Systems, Inc. is proud to be an equal opportunity workplace. We review applications for employment without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, citizenship, age, uniformed services, genetic information, physical or mental disability, medical condition, marital status, or any other basis prohibited by law.

To qualify, applicants must be legally authorized to work in the United States. At this time we are not able to consider applicants that require sponsorship, now or in the future, for employment visa status.

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