Project Sales Administrator

Job Title:             Project Sales Administrator

Reports to:         Area Sales Manager

Position Purpose: The Project Sales Administrator will perform administrative duties for sales team and company leadership, with the primary goal of this position being to ensure that administrative operations run smoothly. The Project Sales Administrator’s main duties include order entry, management of ship dates and schedules, project document control and general clerical duties. To be successful in this role, this individual should be exceptionally organized, professional, proactive, and communicate effectively. Our ideal candidate also has previous experience in a similar role and is familiar with office management technologies.

 Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.

Duties and Responsibilities:

• Convert approved quotes to orders, verifying pricing, shipping locations and customer details. Process any change orders to existing open orders.
• Review vendor acknowledgements for accuracy once orders have been confirmed
• Monitor order status for equipment and follow up with vendors to ensure scheduled ship dates are met
• Proactively communicate changes in delivery dates including delays or advanced shipments
• Serve as a point of contact for customers regarding lead times, ship dates, order status and documentation
• Prepare and maintain organized project documentation including submittals, O&M manuals, field service reports, etc.
• Assist sales personnel in emailing prepared bids to customers.
• Run and distribute routine reports to sales personnel and management
• Organize and schedule meetings, appointments, and training classes
• Respond promptly to management queries
• Suggest more efficient ways to run the office and troubleshoot any malfunctions
• Develop and submit expense reports for management and key sales personnel
• Use various software to complete tasks, such as MS Word, Excel, PowerPoint, Outlook, Teams, and PDF editors such as Bluebeam and Adobe
• Provide general administrative support and any other duties as assigned
• Submit Warranty and Return jotforms and tracking/follow up 
• Fix invoicing issues by working with Accounting 
• Account setup and credit app process tracking

Position Requirements: 

• College Associate’s degree or higher preferred but not required.
• 2-3 years proven professional experience as a Sales Admin or other relevant role
• Experience with CRM/ERP systems preferred
• Ability to read basic construction plans is a plus
• Experience in event planning preferred but not required
• Proficient with Microsoft Office and PDF editors
• Experience using online calendars and cloud systems
• Strong customer service skills, with the desire to go above and beyond for both internal and external customers
• Strong verbal and written communication skills (via phone, email and in-person)
• Experience exercising discretion and confidentiality with sensitive company information
• Excellent organizational skills with an ability to think proactively and prioritize work
• Strong time management skills

Physical Demands:

• Standing: Frequently
• Walking: Frequently
• Sitting: Frequently
• Handling/Fingering: Frequently
• Bending: Frequently
• Pushing/Pulling 12 lbs. or less: Frequently
• Lifting/Carrying 10 lbs. or less: Frequently
• Lifting/Carrying 11-20 lbs.: Occasionally
• Reaching Outward: Occasionally
• Reaching Above Shoulder: Occasionally
• Squatting/Kneeling: Occasionally

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Hydronics.

EEO Employer/Vets/Disabled

No phone calls or drop-ins, please.