What are the responsibilities and job description for the Sales Administrator position at Groff Tractor & Equipment?
Department: G&A
Reports To: Director of Sales Operations
Purpose:
The Sales Administrator plays a key role in supporting the equipment sales process by coordinating documentation, managing interoffice processes, and ensuring smooth communication between departments. This position is responsible for maintaining accurate sales records, managing equipment inventory data, and providing administrative support to the sales team to enhance efficiency and customer satisfaction.
Key Responsibilities:
- Collaborate closely with Sales Operations Specialists to ensure all sales workbooks are accurate and up to date
- Order new equipment directly from manufacturers, track order status, and resolve any issues
- Receive equipment into inventory using the ERP system upon receiving packing slips from branch locations
- Process manufacturer invoices & work with the Accounts Payable team to assure costs are posted correctly
- Work with the Accounts Receivable team to finalize accruals associated with each sale
- Ensure all machines are fully invoiced to the customer and report on gross margin performance
- Purchase extended warranties post-invoicing, ensuring correct processing and documentation
- Scan and archive all sales-related documents to the system and shared drive for proper recordkeeping and accessibility
- Receives all manufacturer certificate of origins and/or titles and distributes upon request
- Approve service work orders that are being costed after unit is sold
- All other duties assigned
Experience, Education, Skills and Knowledge:
- High school diploma or equivalent required; Associate’s degree or higher in Business Administration or a related field preferred
- 2–3 years of experience in sales administration, order processing, or inventory coordination, preferably in the equipment, manufacturing, or dealership industry
- Strong attention to detail and organizational skills
- Strong organizational, communication, and customer service skills, with solid proficiency in computer systems and business applications
- Must have a valid driver’s license and be able to meet company driving requirements