The Front Office & Inside Sales Position is the face and voice of Circle M, serving as the first point of contact for customers, vendors, and visitors. This role functions as the central hub of office communication, ensuring a welcoming, professional, and efficient experience for everyone who calls or walks through our doors.
This position blends reception, inside sales support, customer service, administrative coordination, and light financial responsibilities. As a key ambassador of the Circle M brand, you will play a critical role in supporting our sales team, maintaining strong customer relationships, and upholding our reputation for exceptional service.
This is a seasonal position, season typically ends in August-September and typically starts again in March. Weekend availability is a MUST.
Key Responsibilities:
Reception & Customer Service (30%)
Professionally operate a multi-line phone system, answering and routing incoming calls promptly and accurately.
Warmly greet walk-in customers and visitors, assess their needs, and provide assistance or direction as appropriate.
Assist walk-in customers with product information, pricing, order entry for sales, and basic account inquiries.
Maintain a secure, organized, and professional reception area, including visitor sign-in procedures and general office awareness.
Serve as a knowledgeable and friendly first impression for the Circle M brand.
Sales Practices and Pipeline/Lead Management (30%)
Support the sales team by capturing, qualifying, and routing inbound leads from phone calls, walk-ins, emails, and website inquiries.
Enter and maintain accurate customer and lead information in the company’s CRM or ERP system. (QuickBooks Leads)
Assist with inside sales activities such as quoting, order entry, follow-ups, and customer communication.
Track open quotes, pending orders, and follow-up tasks to ensure timely sales progression.
Proactively communicate with customers regarding product availability, pricing updates, order status, and pickup/delivery coordination.
Identify opportunities to upsell or cross-sell products when assisting customers, in alignment with Circle M sales practices. (DYK’s, Pivots, etc.)
Help maintain organized sales records to support reporting, forecasting, and pipeline visibility.
Administrative Support & Data Entry (20%)
Perform a variety of administrative tasks including data entry, filing, scanning, and document processing.
Provide clerical and administrative support to sales staff and management as needed.
Prepare basic reports, correspondence, and internal documentation.
Maintain organized and accurate company files, ensuring information is accessible and up to date.
Process incoming and outgoing mail and documentation.
Accounts Receivable & Collections Support (10%)
Assist the finance team with accounts receivable support, including professional and courteous collection calls on past-due accounts.
Accept and process customer payments received in person or over the phone, ensuring accurate documentation.
Prepare and send customer statements and invoices as directed by the Office Manager.
Maintain professionalism and discretion when handling financial information.
Office Presentation & Coordination (10%)
Ensure the front office, lobby, and customer-facing areas are clean, organized, and welcoming at all times.
Maintain inventory of office supplies and marketing materials, placing orders as needed.
Assist with basic coordination of office activities to ensure smooth daily operations
Qualifications:
Required:
2+ years of experience in a front office, reception, administrative assistant or inside sales role preferred.
Proven experience providing excellent customer service in a professional environment.
Proficiency with the Microsoft Office Suite (Outlook, Word, Excel) and QuickBooks preferred.
Experience operating a multi-line phone system with a professional and pleasant phone etiquette.
Strong organizational and time-management skills, with the ability to multitask and prioritize effectively in a busy setting.
High degree of reliability and professionalism.
Preferred:
Experience in accounts receivable or making business-to-business collection calls.
Familiarity with the construction, landscape, or building materials supply industry.
Experience using QuickBooks or similar accounting/ERP software.
An Associate’s degree in Business Administration or a related field.
Key Metrics for Success:
Customer & Visitor Feedback: Consistently positive feedback regarding professionalism, helpfulness, and the overall front office experience.
Sales Support Effectiveness: Accurate lead capture, timely follow-ups, and strong support of the sales pipeline.
Call Handling Efficiency: Calls are answered promptly and routed accurately with minimal dropped or mishandled calls.
Administrative Accuracy: High level of accuracy in data entry, filing, and payment processing, with minimal errors.
Collections Support Effectiveness: Demonstrates success in making contact and securing payment promises on assigned accounts.
Front Office Presentation: The reception and lobby areas are consistently maintained to a high standard of cleanliness and organization.
Compensation: $17.50/Hour + Commission
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