What are the responsibilities and job description for the Sales Administration Manager position at Alvest Equipment Services (AES)?
The Sales Administration Manager at AES USA is responsible for managing and overseeing the Sales Administration team to ensure smooth and efficient sales operations. This position supervises Sales Administrators, providing leadership, training, and guidance to maintain high standards of accuracy, customer service, and process compliance. The Sales Administration Manager acts as a key liaison between the Sales, Business Development, Finance and Operations teams to support the achievement of sales objectives and operational efficiency.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
(Other duties may be assigned and are not limited to the following)
- Supervise, mentor and manage a team of Sales Administrators and Lead Sales Administrators, ensuring alignment with company processes and goals.
- Coordinate and oversee the accurate entry of all contracts (rental, sales, overhaul, and maintenance) into the CMMS (Computer-based Maintenance Management System).
- Manage the complete invoicing process, ensuring accuracy and timely submission to customers through the CMMS.
- Oversee the generation of shipping documents and approve freight invoices to ensure compliance with operational and financial standards.
- Support the Business Development team by coordinating and overseeing the accurate entry of quotes into CMMS.
- Maintain the integrity of data in EAM, including invoicing, sales orders, customer information and documentation.
- Ensure the completeness and accuracy of monthly reporting, including backlog, forecast (fct) and actuals.
- Update and maintain the sales forecast in alignment with the sales and business development team.
- Possess working knowledge of customs duties, transportation requirements and Incoterms to ensure accurate international order processing and compliance.
- Act as the primary point of escalation for internal and external customer inquiries related to sales administration activities.
- Develop and implement best practices, standard operating procedures and continuous improvements for the sales support process.
- Lead regular team meetings to communicate updates, address challenges and promote collaboration across teams.
- Collaborate closely with Sales, Finance, Operations and Management to align sales support activities with broader organizational goals.
- Provide performance feedback, coaching and contribute to employee development within the Sales Administration team.
- Uphold a professional and positive company image in all interactions with clients, vendors, business partners and visitors.
QUALIFICATIONS AND EXPERIENCE:
- High School Diploma or GED required; Associate's or Bachelor's degree in Business Administration or a related field strongly preferred.
- 5-10 years of experience in Sales Support, Sales Administration, Customer Service or Order Management.
- Previous supervisory or team leadership experience (typically managing 3-5 employees).
- Experience in an international B2B environment.
- Background in equipment rental, industrial equipment, logistics, manufacturing, aftermarket parts or other technical industries.
- Experience working with cross-functional teams including Sales, Operations, Procurement, Logistics and Finance.
- Strong knowledge and experience with ERP/CMMS systems (order entry, invoicing, contract management).
- Advanced proficiency in Microsoft Office products, including Outlook, Excel, Access, Word and PowerPoint.
- Strong organizational, analytical and problem-solving skills.
- Ability to manage and prioritize multiple tasks under tight deadlines.
OTHER SKILLS AND ABILITIES:
- High attention to detail and commitment to accuracy.
- Strong ethical practices and composure under pressure.
- Excellent written and verbal communication skills to communicate effectively with internal and external customers.
- Customer-focused with the ability to maintain positive client relationships.
- Ability to work independently and collaboratively within a team environment.
- Must be able to read and speak the English language.
- Must have a valid driver's license.
- Must be at least 18 years of age.
- Must be legally authorized to work in the United States
AES provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, AES takes affirmative action to ensure that applicants are employed and employees are treated during employment without regard to any of these characteristics. All recruiting, hiring, training, promotion, compensation, and other employment related programs are provided fairly to all persons on an equal opportunity basis without regard to race, creed, color, religion, sex, age, national origin, disability, veteran status, or any other characteristic protected by law. Employment decisions are based on the principles of equal opportunity and affirmative action.