Administrative Assistant, Sales Operations

As the leading transit bus manufacturer in the United States, GILLIG buses play a critical role in the environmental and social initiatives in communities across our nation. GILLIG is on the forefront in the transition to zero-emission vehicles and has an unmatched reputation in the industry for quality, reliability, durability, service, and support. From initial design through final assembly, each GILLIG bus is designed and built in Livermore, CA. 

WHY GILLIG

• Leader in environmentally friendly mobility solutions including battery electric, hybrid electric, near-zero CNG and clean diesel transit buses
• Renowned for its inclusive team/family-oriented culture
• Stable, successful, and growing organization – a Bay Area business for over 132 years!
• Flexible schedules (*depending on project needs)
• Excellent compensation including company paid medical premiums, generous retirement plan and other comprehensive benefits

ABOUT THE ROLE

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
• Ability to lift 25 lbs.
• Regularly required to sit, stand and walk and occasionally kneel or squat
• Standard start time: 7:00 AM (negotiable)

EXPECTED COMPENSATION

$59,000 - $275,000/annual salary + premium benefits
Pay offered may vary depending on multiple individualized factors, including market location, job classification, job-related knowledge, skills, and experience. The total compensation package for this position may also include other elements dependent on the position offered. Details of participation in these benefit plans will be provided if a candidate receives an offer of employment. 

GILLIG is an equal employment opportunity and affirmative action employer.