CRM & Business Systems Administrator

Position Overview

Mechanical Sales is seeking a highly analytical and detail-oriented CRM and Business Systems Administrator to join our growing team! This position will support and optimize our core business systems, including our custom CRM platform and ERP system (Oracle NetSuite implementation in progress).

This role plays a key part in supporting and optimizing the company’s core business systems, ensuring accurate data flow between CRM and ERP platforms, maintaining data integrity, and enabling informed business decisions through reporting and process improvement. The CRM & Business Systems Administrator partners closely with Sales, Accounting, Operations, and IT to improve system functionality, streamline workflows, and support users across the organization

Primary Responsibilities

CRM Ownership & Sales Support

• Serve as primary administrator and internal expert for the CRM platform
• Partner with sales leadership to improve pipeline visibility, reporting, and workflow efficiency
• Ensure accurate setup and maintenance of customers, contacts, opportunities, pricing, and project data
• Support sales team with reporting, troubleshooting, and system adoption

ERP Implementation & Support

• Act as a key contributor in the implementation and ongoing support of Oracle NetSuite
• Work closely with accounting and finance to ensure system configuration supports financial reporting, revenue recognition, job and project tracking, and integration with CRM solution
• Assist with system testing, validation, and post-go-live support
• Coordinate with external consultants and internal stakeholders
• Manage user access, permissions, and security settings

Master Data Management & Integration

• Own integration and integrity of master data across CRM and ERP systems, including customers, vendors, items, pricing and terms, etc.
• Establish and enforce data governance standards
• Monitor integrations between CRM and ERP systems to ensure accurate data flow
• Perform routine reconciliations between systems
• Investigate and resolve discrepancies quickly and effectively
• Build controls and validation processes to prevent data issues

Reporting & Analytics

• Develop and maintain reports and dashboards supporting sales performance, revenue, cost and margin analysis, and data integrity monitoring
• Support accounting team during month-end close with data validation and reporting

Process Improvement

• Identify inefficiencies across sales, accounting, and operational workflows
• Lead or support process improvement initiatives tied to systems and data
• Document processes and establish best practices for system usage
• Develop training materials and provide ongoing user training to encourage consistent system adoption and best practices
• Travel occasionally to company locations to support training, system implementations, and process improvement initiatives

Required Qualifications

• Bachelor’s degree in Management Information Systems (MIS), Accounting, Finance, Business Analytics, or a related field
• 3-7 years of experience supporting business systems, accounting systems, ERP platforms, CRM platforms, or business process improvement
• Experience working with ERP and CRM systems (Oracle NetSuite experience preferred)
• Strong understanding of accounting concepts including accounts receivable, revenue recognition, financial reporting, reconciliations, and internal controls
• Advanced Microsoft Excel and data analysis skills
• Strong analytical, organizational, and problem-solving skills
• Excellent communication and interpersonal skills
• Ability to manage multiple priorities while maintaining exceptional attention to detail
• Maintain regular and reliable attendance and be able to work overtime when business needs require

Preferred Qualifications

• Experience with ERP implementation or system migration
• Experience creating reports or dashboards using Power BI or similar BI tools
• Experience supporting multi-company or multi-entity organizations
• Exposure to data integration tools or workflows
• Background in HVAC, construction, or distribution industries

What Makes Someone Successful in This Role

The right person is someone who:

• Enjoys helping coworkers and takes pride in providing exceptional internal customer service
• Builds trust through responsiveness, accuracy, and follow-through
• Takes ownership of problems and follows them through to resolution
• Is naturally curious and enjoys learning new systems and technologies
• Thinks analytically and enjoys solving complex business problems
• Values accuracy and understands the importance of clean, reliable data
• Looks for opportunities to improve processes rather than simply maintaining them
• Communicates effectively with both technical and non-technical users

Benefits/Perks

• Competitive base salary (based on experience)
• Discretionary bonus programs
• Full benefits package, including medical, dental, and vision insurances
• 401(k) retirement plan with company match
• Paid Time Off
• Paid holidays

Physical Requirements

To perform the essential functions of this position, the employee must be able to do the following, with or without reasonable accommodation:

• Remain in a stationary period for extended periods while working at a computer
• Frequently use a computer, keyboard, mouse, telephone, and other standard office equipment
• Occasionally walk, stand, bend, stoop, kneel, reach, and climb stairs
• Occasionally lift, carry, push, or pull up to 25 pounds

Mechanical Sales is an Equal Opportunity Employer. We are committed to creating an inclusive workplace and providing equal employment opportunities to all applicants and employees. Employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.