Sales Administrator

Primarily responsible for administering and coordinating the administrative requirements related to sales processes, including but not limited to managing customer data and records, coordinating with multiple departments, material and shipment management, analyzing sales reports, and providing proactive administrative support to sales teams. 

Essential Functions

• Provides customer service and troubleshooting assistance to sales team and customers.
• Reviews and validates proper quote approvals are in place before processing quotes in CRM.
• Maintains digital project files and other records.
• Completes quote and bid requests with input from sales and other departments, ensuring proper review, approval, and deadlines are met.
• Receives new orders and validates Purchase Order details against submitted order details, ensuring information is correct prior to order conversion.
• Processes order according to the agreed terms and requirements; ensures order delivery timelines and documentation requirements are met.
• Assess and updates shipment forecasting reports for accuracy and needs; requests material needs from purchasing and manufacturing as needed; proactively confirms needs with sales team to ensure project requirements are met.
• Coordinates, expedites and traces the shipping of orders and leftovers; chooses the appropriate carrier based on project requirements and coordinates details with logistics and carriers; point of contact for shipment issues and responsible for resolving to ensure delivery to required destination.
• Follows deposit invoice progression to ensure collection prior to material shipment.
• Reviews order invoicing and subcontractor payment details to determine if within approval guidelines; escalates for approval as needed; enters information into the computer system and generates payments and invoices.
• Proactively escalates compliance and risk related concerns to supervisor in a timely manner.
• Responsible for reviewing and updating backlog, leftover, invoicing, product forecasting, and other management reports as required.
• Forecast review and updates to ensure invoicing is captured in appropriate period.
• Matches invoices with orders, mails invoices to the customer, and follows up on special billing forms, as required.
• Requests for insurance certificates for customers and general contractors.
• Logs Contracts to be executed upon receipt and order entry; responsible for ensuring execution prior to project start.
• Assesses customized customer correspondence (incoming and outgoing) for required approvals, coordinates approvals and distribution with appropriate team members. 
• Processes invoices from outside vendors, ensures invoices are allocated to correct project or account and that actual costs do not exceed budget.
• Partners with Accounting and Purchasing to set up new vendors.

Minimum Requirements

• High School Diploma or Equivalent 
• 2 years of related work experience in sales administration, sales operations, or customer service.
• Excellent verbal, written and interpersonal skills.
• High sense of urgency and the ability to independently problem solve, prioritize and successfully meet deadlines

Preferred Requirements

• Bachelor’s degree in business or marketing or the equivalent coursework in a related specialized field
• Prior experience working in CRM and ERP systems, and MS Office

Physical Requirements

• This position requires minimal physical activity but does    require computer usage for an extended period – up to 8 hours a day. 
• No unusual environmental, lifting or exertion requirements are associated with this position.