Administrative Assistant

Business context

Part of the IMV Technologies group, IMV imaging are leaders in veterinary ultrasounds. Previously known as BCF Technology and ECM, we have been committed to helping our customers improve animal care for over 35 years. Our team of over 500 people are committed to our core values of partnership, innovation and learning.

We are the market leader in the manufacture and supply of veterinary imaging equipment, with well-established field sales and office administration teams.

Organization/ reporting structure

General Manager

Administrative Assistant

Location: Rochester, MN USA

Job purpose

To ensure that there is a seamless link between the sales, finance and logistics for IMV product.
Work with IMV values to build confidence in our brand and offerings internally and externally.

Key Responsibilities

Main responsibilities will include but not be limited to:

Administration

Managing enquiries from both telephone and web site. Allocating these to the most suitable member of the sales team.
Support Sales Team with new enquiries by recording them on the SAP system
Entering and updating of sales opportunities within SAP and ensuring the SAP sales opportunities processes are logical and uniform
Support in the preparation and distribution of letters, quotations and general customer communications
Support the entering Sales Orders on SAP system and managing the fulfilment process to ensure all products are despatched in a timely manner
Building relationships with new and developing customers to increase loyalty and improve customer retention
Managing all logistics for the business, ensuring business is kept update on domestic and international shipping specifications.
Maintain demonstration stock records with SAP system to ensure all equipment is tracked effectively
Ensure inventory is tracked accurately and help with monthly inventory counts
Ensure SAP records are kept up to date including Business Partner contact details.
Supporting Financial Controller with AR and invoicing as required.
General administrative tasks for Sales and Finance teams

Education/ experience

Associates degree in Business Administration or related field.
Good understanding of Accounting systems, e.g. SAP or equivalent
A good knowledge of best practice within a Sales Administration environment
Proven record of providing excellent customer service levels both verbally and written
Experience of having worked in a process driven environment
Experience with logistics, international and domestic shipping & freight
Has worked under pressure without sacrificing attention to detail and ensure deadlines are met

Competencies/ key characteristics

Driven, highly personable professional with strong commercial acumen
Excellent verbal communication, listening and interpersonal skills
Dynamic individual who can ‘multi-task’
First class administration, time management and organizational skills
Detail oriented with logical and analytical approach, and good problem solving skills for quick solutions
Ability to analyse data and procedures to suggest and recommend improvements
Display high degree of honesty and integrity

Package:

Competitive base salary; Company Profit Scheme; Benefits Plan, 401K Pension Plan; Flexible Working Hours; 15 days paid vacation

Job Type: Full-time

Salary: $35,000.00 to $40,000.00 /year

Additional Compensation:

Bonuses

Work Location:

One location

Benefits:

Health insurance
Retirement plan
Paid time off
Flexible schedule
Parental leave

To apply, please send your resume to [email protected]