Administrative Assistant, Sales Operations

GILLIG LLC is the largest and most dependable manufacturer of Heavy-Duty Transit Buses in North America. Our customers are in all 50 states, and include cities, counties, transit districts, universities and major private fleet operators. We are headquartered in Livermore, CA.

GILLIG offers an excellent compensation and benefits package including 100% company-paid premiums for medical, dental and vision for employees and their families. Other benefits include a unique 401k profit-sharing plan and pension. 

Coordinate and oversee the daily operations of the GILLIG Sales team by scheduling important Sales meetings, handling the processing of all bus orders with accuracy and timeliness, assisting in the preparation of reports and documents, and providing administrative support to the Sales team.  Serving as the first point of contact, the Sales Operations Assistant will require excellent organizational, administrative and communication skills, together with an ability to deliver the high standards of GILLIG customer service.

Administrative Support:

• Schedule pre-production meetings, site visits, design reviews, bus demonstrations and other sales related meetings.  Secure appropriate meeting space, attendees and food & beverage (if required).
• Create all relevant pre-production meeting materials.  Ship sample bus materials and GILLIG swag to Customers as requested.
• Manage customer account data in Salesforce
• Maintain Sales calendar, weekly visitors list and monthly inspection list
• Answer and direct all Sales related calls to the appropriate parties
• Serve as a back for Executive Assistant and Front Desk Receptionist
• Maintain Sales kitchenette area with water, coffee and beverages for our customers.

Bus Delivery Management:

• Coordinate bus delivery by creating all relevant documentation and working with customers to ensure a seamless delivery experience
• Enter pertinent bus and delivery information into Salesforce (Green/Gold Sheets & Delivery Slips)
• Coordinate with 3rd party delivery firms to ensure smooth bus delivery that exceeds customer’s expectations and meets contractual guidelines
• Keep customers and internal stakeholders apprised of their bus deliveries and any issues that may arise

Customer Service:

• Book and coordinate customer logistics and hospitality (hotels, tours, dinners, etc.)
• Manage scheduling for the GILLIG drivers that include customer shuttle service, bus demos, engineering testing, and local deliveries

Supplier/Customer Communication:

• Coordinate with customers, sales team members, purchasing and production to manage paint, seat, and dash layout details and requirements including securing approvals
• In conjunction with the Director of Sales Operations, continuously look for ways to help the department grow by improving sales processes and productivity. Maintain an efficient work environment while contributing to the overall success of the organization

Other Duties:

• Other administrative duties will include shipping, office supply management, copy/print, purchase order acknowledgement, closing out older files for storage and creating VINs for each bus order 
• Related duties assigned by Director, Sales Operation, Director, National Sales, and Vice President, Sales

• Salesforce.com experience is a plus
• Decision making: Demonstrate ability to make independent decisions daily, suggesting solutions on how to handle difficult tasks. Should exert sound judgment, discretion and preserve confidentiality
• Communications and collaboration: Liaise with team members and management to ensure customer expectations are met and exceeded.
• Organization Skills: Well organized professional with power to prioritize and multitask.  Pays attention to detail.
• Multitasking: Ability to multi-task without becoming overwhelmed. Can work well in a fast-paced environment
• A sense of ownership and pride in individual performance and its impact on GILLIG’s success

• Critically important to be thorough and accurate in a fast-paced, high-pressure, deadline-driven environment
• Environment – Office
• Physical requirements – Sitting and walking for long periods of time
• Health or safety hazards – Production Plant (safety glasses, ear plugs, close-toed shoes)

We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor work visa’s now or in the future.

After 130 years, GILLIG holds strong to its family values and focus on its employees and customers. Our motivated and dedicated employees have a passion for quality and customer satisfaction. We are committed to building buses that connect communities, eliminate congestion, and contribute to a greener environment. Our Company pride is exemplified by the thoughtful design and quality craftsmanship present in every GILLIG bus. GILLIG’s steadfast focus on quality and unwavering commitment to exceptional customer service sets us apart from our competition.  

In compliance with the Drug-Free Workplace Act of 1988, GILLIG has a longstanding commitment to provide a safe, quality-oriented and productive work environment consistent with the standards in which the company operates. Drug abuse poses a threat to the health and safety of GILLIG employees and to the security of the company's equipment and facilities. For these reasons, GILLIG is committed to the elimination of drug and alcohol use and abuse in the workplace. All applicants must pass a drug test before beginning work.

GILLIG is an equal employment opportunity and affirmative action employer.