Admin Associate - Sales & Marketing

Melton Truck Lines • Full-time • Tulsa, Oklahoma, United States • 1m ago

Marketing Associates perform office work on a daily basis essential to the operations of Melton Truck Lines. They are responsible for managing contract pricing terms and recommendations for major shippers and one time agreements. Prepare pricing documentation and send to customers for signature. Keep track of pricing proposals sent, contract effective and expiration dates and advise Regional Sales Managers of these dates monthly. Discuss Melton’s pricing contract terms with Regional Sales Managers and revise terms as needed. Review non-Melton contract rate schedules, fuel surcharges, accessorial charges etc. to ensure they are in compliance with Melton’s policies. Help prepare and distribute Monthly and Quarterly Sales Reports to upper management. Distribute signed contracts to the billing department reflecting pricing updates to ensure correct invoicing. Continually review contracts and correct ambiguities or misinterpretations that contribute to billing errors and customer confusion. Work to resolve billing disputes. Work with billing to find rates on shipments moved not under contract and make sure contracts are updated to include point or one-time sent. Research and respond to over-charge claims. Prepare high level customer service reports and market research for Regional Sales Manager and manage travel documentation, agendas, events, contract renewals, and marketing efforts for that territory.

Essential Duties and Responsibilities:

Coordinates with internal and external parties in order to facilitate various forms of documents (ie: one-time rate agreements, CCAs, etc. through the following stages: initiation or proposal/quote; drafting, review and revision; execution; and implementation.)
Manages the relationship with the customer until completion of the agreement or termination of the business relationship.
Drafts and reviews both standard and non-standard documents to ensure business terms are acceptable to the company and interface with internal parties, including the Senior VP of Sales & Marketing and other departments, to determine and mitigate potential risks to the company. Verifies that all necessary specifications are appropriate and acceptable.
Ensures that all documents are executed and approved in accordance with company policy. Assisting Sales Representatives and assuming responsibility for correspondence, contracts, rate quotes, agendas and interfacing with customers who call in.
Review all proposals to ensure they meet company standards regarding format, terms, and pricing.
Proposal & Addendum Tracking Log – Track proposals sent, contracts received and cancelled proposals. Specify Missing Rates activities also.
Sales Representative Expense Log – Track Reps, customer entertainments, expensed meals, etc.
Organizing Customer Events – Help organize and plan events, luncheons, etc. for customers when requested by the sales representative or VP of Sales and Marketing.
Preparing and sending out daily and monthly reports.
Assisting with preparations for quarterly Marketing Conferences.
Upon request of the sales representative help to book their flights, car rental and hotel stays.

Education and/or Experience: Qualified Candidates will have: at least 2 years of contracts or project management experience, or education equivalent. Preferred Candidates will have: a college degree, at least 2 years of transportation experience.

Special Training: Needs to be familiar with computer programs such as Microsoft Word and Excel, and Innovative AS400 System.

Special Skills: Performs both substantive and business/technical and administrative functions. In order to perform the substantive business review and benefit/risk analysis, the Associate must have developed skills in problem solving; analytical reasoning; factual investigation; and communication. Must have the ability to comprehend complicated terms and conditions, including but not limited to issues of pricing validation, billing, insurance, regulatory requirements, and transportation related terms, requirements, and conditions. Must have exemplary organization and decision-making skills and be detail oriented. Must be able to handle multiple projects with time sensitive deadlines.

Physical Demands: It is necessary to talk, hear, sit, write, type. It is occasionally necessary to lift up to 25 lbs.

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