Administrative Operations Associate Jobs in Rochelle, IL

Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions.
Inside Account Specialist
Support Customers. Drive Growth. Keep Business Moving.
We're looking for an Inside Account Specialist (IAS) to be a trusted partner to our Aftermarket Sales Representatives, providing exceptional customer support, accurate order management, and proactive account assistance. This role serves as a critical link between customers, sales, and internal teams, helping ensure a seamless customer experience while supporting account growth and retention.
Working closely with a team of 2-3 Aftermarket Sales Representatives, you'll help manage customer relationships, coordinate orders, resolve issues, and deliver the high level of service our customers depend on.
💡 Why This Role Is Different
This is more than a traditional customer service position. You'll play a key role in supporting revenue growth, strengthening customer relationships, and driving operational excellence across the entire sales process. Your ability to balance customer needs, sales support, and administrative responsibilities will directly impact customer satisfaction and business success.
🛠 What You'll Be Doing
Sales & Customer Support

• Serve as a primary support resource for Aftermarket customers, responding to inquiries and requests with urgency and professionalism.
• Partner with Aftermarket Sales Representatives to strengthen customer relationships and support account growth.
• Provide timely updates regarding quotations, orders, shipments, pricing, and account information.
• Support low-volume customer accounts and prepare smaller-value quotations.

Order Management & Administration

• Enter and manage customer orders in SAP with a high degree of accuracy.
• Issue order confirmations and proactively communicate order status updates.
• Coordinate customer requests related to:
  
  • Invoice and packing slip copies
  • Lead times and delivery estimates
  • Inventory availability
  • Shipment tracking
  • Credit and rebill requests
  • Return Material Authorizations (RMAs)
  • Certificates of Conformance (CoC)
  • Certificates of Analysis (CoA)
• Establish new customer accounts and maintain accurate customer records and documentation.
• Ensure customer information remains current and compliant with company policies.

Collaboration & Problem Solving

• Work closely with Sales, Operations, Finance, Customer Service, and Logistics teams to resolve customer issues.
• Provide backup support for fellow Inside Account Specialists as needed.
• Contribute to continuous improvement initiatives that enhance customer experience and operational efficiency.

📍 Where You'll Make an Impact

• Delivering exceptional customer experiences that drive loyalty and retention.
• Supporting Aftermarket Sales Representatives in achieving territory growth objectives.
• Ensuring accurate and efficient order processing from quote to delivery.
• Strengthening cross-functional collaboration to resolve customer challenges quickly and effectively.

🎯 What We're Looking For
Required Qualifications

• High School Diploma or equivalent required.
• Associate's or Bachelor's degree preferred.
• 2+ years of experience in sales support, inside sales, customer service, or account management.
• Experience working within ERP systems; SAP experience strongly preferred.
• Proven ability to collaborate effectively with cross-functional teams.
• Strong organizational skills and exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.

Preferred Qualifications

• Experience supporting industrial, manufacturing, water technology, or aftermarket sales organizations.
• Knowledge of order management, logistics, and customer account processes.
• Experience using CRM systems and sales reporting tools.

💪 The Kind of Candidate Who Thrives Here

• You enjoy building relationships and delivering outstanding customer service.
• You are highly organized and thrive in a fast-paced environment.
• You take ownership, solve problems proactively, and follow through on commitments.
• You collaborate effectively across teams and communicate with confidence.
• You balance attention to detail with a strong sense of urgency and customer focus.

💰 What We Offer

• $25-$28 per hour + bonus opportunity
• 20 days PTO starting on day one, plus paid holidays
• Day-one medical, dental, and vision coverage
• Generous retirement savings plan with company contributions
• Paid parental leave
• Tuition reimbursement
• Career growth and professional development opportunities
• Employee wellness programs and discounts
• Recognition and rewards programs

Join the global Xylem team to be a part of innovative technology solutions transforming water usage, conservation, and re-use. Our products impact public utilities, industrial sectors, residential areas, and commercial buildings, with a commitment to providing smart metering, network technologies, and advanced analytics for water, electric, and gas utilities. Partner with us in creating a world where water challenges are met with ingenuity and dedication; where we recognize the power of inclusion and belonging in driving innovation and allowing us to compete more effectively around the world.
At Xylem, you'll not only contribute to solving water issues but also have the chance to make a difference through our paid Volunteer Program, Xylem Watermark. We prioritize our employees' well-being through inclusion and belonging as well as our Employee Resource Groups (ERG). Proud to be an Equal Employment Opportunity (including disability and veterans) and Affirmative Action workplace, Xylem fosters an inclusive environment free from discrimination or harassment.
Please note that the information in this job description outlines the general nature of the position and is not an exhaustive list of duties. Xylem is dedicated to providing reasonable accommodations to enable all employees to perform their essential job functions. We reserve the right to modify this job description and assign additional duties as needed. Embrace the opportunity to be part of Xylem's transformative journey in shaping the future of water technology! #XylemCareers #GlobalImpact #WaterInnovation