Sales Support Administrative Aide

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Posted Jun 25, 2020
Job Description

Sales Support Administrative Aide
Tomball, TX
Benefits: Health, Vision, Dental, Health Reimbursement Account, Short Term Disability, Life, Holiday Pay, PTO (Paid Time Off), 401K +matching

About Renewal by Andersen (
Renewal by Andersen, exclusive replacement window and patio door subsidiary of the 100+ year old Andersen Corporation.

Renewal by Andersen offers a start-to-finish replacement process, where custom-crafted, energy-efficient replacement windows and doors are professionally installed for residential customers.

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Assists Sales department in a variety of tasks including compiling and maintains records of sales commissions, homeowner survey results, net sales and activities of the sales department including entering data into the computer. Serves as a contact for HOA, Homeowner Associations, processes and procedures. Aides in communicating changes and information to Sales Specialist and maintains records of incoming documents from Sales Specialist by performing the following duties.

Assist HOA Coordinator and Sales Administrative Assistant with:
o Receiving and reviewing new sales files for: contract dates, Right to Cancel dates, customer signature, ensure drawing and contract match, calculate net for Sales Board, calculate fees for net, ensure HOA is complete and run HCAD.
o Communicating between customer and HOA management company to apply for approval, follow through to completion and document status in proprietary database.
o Updating Excel worksheet for HOAs and ensure all documents are completed and received, including lender documents, contracts, contract changes and map of windows.
o Maintain Sales Board and ensure net numbers are accurate for monthly totals.
o Ensure Installer insurance documentation is current and not expired.
o Activate and (deactivate) users of various software and issue new credit card swipes to Sales Team.
o Calculations on commissions for Sales Specialist weekly and coordinate with the accounting department to ensure proper payment. Follow up on commission inquiries. Track Sales Specialist commissions after departure to ensure accurate payments are made.
o Determine eligibility for various bonuses, calculates bonus amounts, and coordinate with the Accounting department to ensure proper and timely payment.
o Generate monthly reports of homeowner survey results, net sales dollars, series 2 sales, sale schedules & availability and marketing report weekly.
o Close accounts as Sales Specialist leave the company and monitor the email accounts of past Sales Specialist.

o Responsible to set up iPads and laptops for new Sales Specialist. Track the balance each Sales Specialist has due on their iPad and ensure proper payments are charged until the balance is paid in full.
o Receive, verify and upload incoming documents from Sales Specialist. Work with office staff to get needed documentation from Sales Specialist.
o Update and distribute a contact list for the Sales team. Registering Sales Specialist for various accounts and ensuring appropriate permissions are given.
o Coordinate with the ordering and installation departments to order parts for samples and schedule repairs as needed. Assist with answering phones.
o Attends biweekly Sales meetings, takes meeting notes, and distributes them to Sales team and managers.
o Keep track of jobs sold by researching proprietary systems to provide job number, customer name, Sales Specialist, and amount sold data for the tracking of commissions and Cost of Marketing Report.
o Maintains a shared Dropbox for the Sales department staff.
o Assist with coordinating the Sales Manager's calendar by creating/updating meetings and conference calls.
o Other duties as assigned.

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of the individuals classified in this position.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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.

Education and/or Experience
o High school diploma or equivalent
o Two + years of related experience aiding a department and supporting a team of at least 12+ team members.
o Two + years customer support experience including conflict resolution and follow through with customers to resolution.
o Ability to multitask and stay organized
o Excellent oral and written communication skills

Other Qualifications
o Computer experience required: MS Office
o Computer experience preferred: Salesforce, Qlik, Microsoft Teams, Keynote, Google docs/sheets and Dropbox.
o Experience operating calculator fax machine and copier.

Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

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. The employee must maintain regular and acceptable attendance. Employees must display strong interpersonal skills, adaptability, initiative, dependability, oral and written communications skills, work standards and follow up.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and fumes or airborne particles. The noise level in the work environment is usually moderate.
The State of Texas is an 'at will' employment state. I understand that this job description does not create a contract for employment with Renewal by Andersen and that the Company reserves the right to change or modify this job description at any time with or without notice. I understand that my employment is 'at will' and the Company or I may end the employment relationship at any time, for any reason or for no reason, with or without notice.

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We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or any other federal, state or local protected class. We are committed to recruiting, hiring, training and promoting qualified people of all backgrounds.


Hourly +Benefits +Paid Time Off

Job Categories

Job Types(s):   Administrative / Clerical, Customer Service

Industry(s):   Other, Construction / Engineering

Employment Type:   Employee - Full Time

Job Location(s):   Tomball / Magnolia

Contact Information

Renewal by Andersen of Houston

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