Sales and Service Administrator

Location: Vancouver, WA

Department: Sales

Type: Full Time

Min. Experience: Mid Level

Columbia Okura LLC is America’s leading supplier of robotic palletizing solutions. Located just across the river in Vancouver, WA right off of I-5 and just 10 minutes from downtown Portland; Columbia Okura is jointly owned by two industry-leading material-handling companies: Columbia Machine, Inc. of Vancouver, Washington and Okura Yusoki Co., Ltd. of Kakogawa, Japan. Columbia Okura offers a competitive benefits package including 80% employer paid medical benefits. If you are looking for a company that values its employees then log on to for more information about our many exciting opportunities. 

Job Purpose:

Reporting to Director of Sales, this position supports the Sales and Service Departments by implementing and maintaining administrative systems, procedures, and policies pertaining to quotations, order processes, and reports.

The ideal candidate will be an energetic and resourceful contributor with strong critical thinking skills and a positive can-do attitude. Superior attention to detail and continually striving for business excellence will be a critical competency for success.

Essential Duties & Responsibilities

  • Provides support to the Sales and Service Departments by maintaining sales files, updating databases and quote templates, entering sales orders into INFOR-M3, coordinating meetings and departmental travel arrangements, preparing presentations, reports, correspondence, memos and various other departmental projects.
  • Maintains timely communications by providing information to customers and sales representatives. Performs phone and email coverage with customers, sales reps, sales staff, service staff and other Columbia Okura employees.
  • Maintains financial information by preparing sales quotes, coordinating travel arrangements, completing expense reports and credit card reconciliations, and verifying commissions.
  • Provides reports and order entry by maintaining sales opportunities database, order log, commissions, lost orders, video log, promo inventory, and monthly updates. Maintains database system information, including customers, prospects, and other necessary information.
  • Resolves problems by coordinating research issues for sales reps, sales staff and guide to successful conclusion with staff and customers; analyzing data, and identifying actions or solutions.
  • Provides support to the Marketing Department by collaborating on sales leads, mailings, research, and fulfillment of sales material requests. Researches new markets, trade shows, and compiles and edits mailing lists.
  • Tracks test product inventory by utilizing tracking database, preparing tracking labels, and updating the database upon completion of job.
  • Maintains office supplies by checking stock to determine inventory level, anticipating needed supplies, placing and expediting order for supplies, and verifying receipt of supplies.
  • Continuously improves operating efficiencies by participating in cross-functional teams, eliminating non-value-added activities and documenting processes and procedures.
  • Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
  • Contributes to team effort by accomplishing other duties as assigned

Desired Experience

Must be able to perform each essential duty satisfactorily, and possess the following:

  • High school diploma
  • Two years professional experience
  • Associates degree preferred, but not required
  • Bilingual (Spanish) preferred, but not required

Critical Competencies for Success

  • Proficient in the Microsoft Office Suite (Word, Excel, PowerPoint, Access, Outlook) & Act! CRM software
  • Strong interpersonal communication skills
  • Excellent organizational skills for both the department and individual needs
  • Excellent problem solving skills
  • Good conflict resolution skills
  • Works well with limited supervision, under pressure and tight deadlines

Columbia Okura offers a full benefits package including medical, dental, vision, prescription drug, life insurance, flexible spending accounts, short and long term disability, 401(k), incentive compensation, paid holidays, paid time off, and tuition reimbursement.

Equal Opportunity Employer - Women and Minorities are encouraged to apply.  Columbia does participate in E-Verify.

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