Senior Sales Admin Coordinator

Primary Function

The Senior Sales Admin Coordinator provides comprehensive administrative, operational, and financial support to the Used Equipment and/or Industrial Sales Departments. This role coordinates equipment ordering, inventory management, lease returns, invoicing, sales support, and accounting functions while ensuring accurate documentation, profitability, timely delivery, and a high-quality customer experience.

Essential Duties

Equipment Ordering, Inventory & Procurement

• Review and verify accuracy of sales and purchasing documentation; ensure financial viability and obtain appropriate approvals
• Order lift trucks, used equipment, attachments, batteries, chargers, accessories, and specialty products as needed
• Collaborate with vendors, factory personnel, and other dealers to source equipment and maintain a strong dealer network
• Enter and maintain equipment orders and inventory records in company systems and CRM
• Track order progress and maintain clear communication with sales reps, vendors, and internal departments regarding delivery expectations
• Review Bills of Lading, coordinate tagging, troubleshoot shipping issues, and research delivery discrepancies
• Maintain equipment availability lists and proper inventory levels
• Coordinate branch transfers, demo requests, and transportation logistics; obtain proof of delivery and ensure delivery conditions are met

Sales Coordination & Customer Support

• Work closely with sales representatives to ensure order accuracy and provide timely status updates
• Respond to quote requests, obtain vendor costs and freight, calculate complete cost summaries, and prepare proposal templates
• Maintain detailed and organized order files documenting each stage of the process
• Communicate directly with customers regarding order status and delivery timelines
• Coordinate with service departments to open and monitor work orders for inspections, installations, and pre-delivery preparation
• Support miscellaneous sales and marketing activities as needed
• Perform general administrative office duties including phone coverage, filing, scanning, and correspondence

Accounting, Invoicing & Financial Controls

• Prepare and issue purchase orders with complete and accurate vendor details
• Verify and approve vendor invoices within one business day; request missing invoices as necessary
• Review all sales documentation prior to invoicing to ensure accuracy of pricing, credits, lease documentation, and tax status
• Prepare and finalize customer invoices, ensuring alignment with quotes, purchase orders, and lease agreements
• Verify tax exemption documentation and ensure proper sales tax handling
• Maintain accurate equipment cost records including machines, attachments, freight, and internal costs
• Verify net book values, ensure service calls are closed and invoiced, and journal internal freight costs
• Record sales price, cost, and profit for each transaction

Lease End & Portfolio Management (depending on department structure)

• Manage and monitor the Lease End Portfolio, including notification to sales representatives at 180, 90, and 45 days prior to expiration
• Coordinate inspections, repairs, equipment pickups, and billing termination to ensure timely processing
• Collaborate with financial institutions, HY Fleet, and national accounts on lease returns
• Ensure lease return inventory does not remain at branches longer than necessary
• Assist sales representatives with lease documentation and inspections
• Notify branches when equipment is released and ensure proper documentation distribution
• Coordinate with service departments to quote and complete required repairs

Reporting, Compliance & Cross-Functional Collaboration

• Maintain complete, up-to-date order and inventory files accessible for team review
• Review retail detail summaries and other required reporting documents
• Collaborate with Parts, Service, Credit, Accounting, Warranty, Business Development, and Upper Management to ensure smooth operations
• Maintain professional relationships with customers, vendors, factory personnel, and internal departments
• Participate in meetings, training sessions, and team-building activities

Minimum Requirements

Education

Four-year degree in Business or related field; or two-year degree in Business or related field with 2 years specific experience; or high school diploma with 4 years specific work experience.

Work Experience

• 6 months- 4 years related experience.
• 3 years in Sales Admin Coordinator or similar role
• Experience in Inventory Control, purchasing, accounting practices, invoicing, customer service, sales commissions, and data processing.

Physical

• Ability to work for extended periods while sitting.

Other

• Strong verbal communication skills for clear interaction with customers by phone and in person.
• Excellent customer relations skills are essential.
• Intermediate to advanced skills in word processing, spreadsheet creation, and presentation development using MS Word, Excel and PowerPoint.
• Ability to manage multiple tasks simultaneously.

This job description is not intended to be all inclusive. Your supervisor may request and assign you similar duties. Any major modifications to this job require Human Resources approval.