Overview
Sales Administrative Assistant (Processing Department) Jobs in Middleburg, PA at Apex Homes of PA, LLC
Receive and enter files in the Order Entry System when received from the Sales Department.
- Assign order statuses to all new or revised orders before distributing to the Engineering Department for revised drawings.
- Deposit checks – record, copy and distribute any deposit checks.
- Process orders daily by checking, verifying all information on the order vs. the prints/plans.
- Request costing as needed from the Costing Department.
- Review final engineering prints before mailing to verify all changes are correct.
- Electronically create a job folder for each house as mailed, and save all required documents and any supporting documents that references that house at that stage, i.e. orders views, prints, kitchen prints, supporting documents, etc.
- Prepare and e-mail the Builder and the Sales Department all completed orders, prints, and supporting documents. Various order stages receive required documents/notes.
- Prepare and mail any hard-copies of prints to the Builder at final stage.
- Serial number each house that is built for production.
- Review the final order, required binding legal documents, and prints to verify that all information is provided to meet serial number criteria.
- Send order to be reviewed in Purchasing for any lead time items – add these line items to order if noted.
- Assign serial number, scan an e-mail all final orders and print information to all inter-departments at Apex, as well as send specialized documents to our outside tile installation vendor.
- Prepare cover labels for Quality Control envelopes – to ship with the home when completed. Distribute packets before house begins online.
- Prepare and distribute any order changes needed on any serialized house – whether requested by an internal Apex department, or by the Builder. Costing needs verified, order changed in Order Entry and e-mails need to be distributed to the Builder, the Sales Department and each inter-department at Apex.
- Help the Purchasing Department to track any materials that may be listed on the order that they have questions on.
- What did costing include?
- Where or what vendor did Costing get it quoted from?
- E-mail serial number prints to the Sales Department and the Builder.
- E-mail and track Production prints to the Builder and the Sales Department when completed by Engineering.
- Receive and process order changes and e-mail to the appropriate departments, sales and the builder.
- Invoicing
- Track fuel surcharge each week when the Shipping Schedule is sent from the Transportation Department.
- Review each order change to verify that the final invoice matches the amount that it should be when compared to Order Entry.
- Adjust tax rates as needed, if needed.
- Create and log RWC Paperwork for each house.
- Create and prepare the Set Paperwork forms, if needed – to be included with the invoice for houses that include a “set allowance” fee on order.
- Verify that a discount form is included in the file of any house that reflects a discount on the order.
- Verify that the job-site directions are readily available in file.
- Prepare final invoice for homes being shipped.
- Provide final invoice amount to the Accounting Department.
- Provide detailed invoice information to the Accounting department for receivables, as well as commission and tax information.
- Provide invoice copies to the Transportation department for delivery purposes.
- Provide the Sales Department and the BuildReceive and enter files in the Order Entry System when received from the Sales Department.
- Assign order statuses to all new or revised orders before distributing to the Engineering Department for revised drawings.
- Deposit checks – record, copy and distribute any deposit checks.
- Process orders daily by checking, verifying all information on the order vs. the prints/plans.
- Request costing as needed from the Costing Department.
- Review final engineering prints before mailing to verify all changes are correct.
- Electronically create a job folder for each house as mailed, and save all required documents and any supporting documents that references that house at that stage, i.e. orders views, prints, kitchen prints, supporting documents, etc.
- Prepare and e-mail the Builder and the Sales Department all completed orders, prints, and supporting documents. Various order stages receive required documents/notes.
- Prepare and mail any hard-copies of prints to the Builder at final stage.
- Serial number each house that is built for production.
- Review the final order, required binding legal documents, and prints to verify that all information is provided to meet serial number criteria.
- Send order to be reviewed in Purchasing for any lead time items – add these line items to order if noted.
- Assign serial number, scan an e-mail all final orders and print information to all inter-departments at Apex, as well as send specialized documents to our outside tile installation vendor.
- Prepare cover labels for Quality Control envelopes – to ship with the home when completed. Distribute packets before house begins online.
- Prepare and distribute any order changes needed on any serialized house – whether requested by an internal Apex department, or by the Builder. Costing needs verified, order changed in Order Entry and e-mails need to be distributed to the Builder, the Sales Department and each inter-department at Apex.
- Help the Purchasing Department to track any materials that may be listed on the order that they have questions on.
- What did costing include?
- Where or what vendor did Costing get it quoted from?
- E-mail serial number prints to the Sales Department and the Builder.
- E-mail and track Production prints to the Builder and the Sales Department when completed by Engineering.
- Receive and process order changes and e-mail to the appropriate departments, sales and the builder.
- Invoicing
- Track fuel surcharge each week when the Shipping Schedule is sent from the Transportation Department.
- Review each order change to verify that the final invoice matches the amount that it should be when compared to Order Entry.
- Adjust tax rates as needed, if needed.
- Create and log RWC Paperwork for each house.
- Create and prepare the Set Paperwork forms, if needed – to be included with the invoice for houses that include a “set allowance” fee on order.
- Verify that a discount form is included in the file of any house that reflects a discount on the order.
- Verify that the job-site directions are readily available in file.
- Prepare final invoice for homes being shipped.
- Provide final invoice amount to the Accounting Department.
- Provide detailed invoice information to the Accounting department for receivables, as well as commission and tax information.
- Provide invoice copies to the Transportation department for delivery purposes.
- Provide the Sales Department and the Builder with the final invoice amount for the house, as well as stipulations of payment terms.
- Miscellaneous Invoices
- Cost and prepare any miscellaneous invoices as needed or requested from another department.
- All sales tax needs to be verified and adjusted as needed.
- Distribute copies to the person billing, as well as any internal departments as needed – especially the Accounting Department.
- Weekly reports are generated to various internal departments for order flow tracking at all different stages.
- New Serial numbers.
- Orders mailed.
- Orders received.
- Mail the RWC Booklets to the Builders after a house is shipped with the final invoice amount for the house, as well as stipulations of payment terms.
Job Type: Full-time
Pay: $17.00 – $21.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Preferred)
License/Certification:
- Driver’s License (Preferred)
Work Location: In person
Title: Sales Administrative Assistant (Processing Department)
Company: Apex Homes of PA, LLC
Location: Middleburg, PA
