Branch Administrator / Sales Support Coordinator

Position: Branch Administrator / Sales Support Coordinator
FLSA: Non-Exempt

Reports To: Branch Manager

Position Summary

The Branch Administrator / Sales Support Coordinator provides administrative and sales support for branch operations, with primary responsibility for sales invoicing, temporary tags, vehicle and trailer title processing, registration documentation, and coordination with applicable state and title agencies. The position works closely with Sales, Branch Operations, Accounting, customers, and outside agencies to ensure equipment sales transactions are accurately documented and completed in a timely manner.

The position also provides general administrative support to the branch and assists with establishing and maintaining effective administrative processes as the location grows.

Essential Duties and Responsibilities

• Provide administrative support to the Branch Manager and Sales team.
• Prepare and process invoices for new and used trailer/equipment sales.
• Process and issue temporary registration permits/tags in accordance with applicable requirements.
• Prepare, submit, track, and maintain title and registration documentation for equipment sales.
• Coordinate title and registration transactions with the Illinois Secretary of State, title/tag agencies, customers, lenders, and other applicable parties.
• Review sales documentation for completeness and accuracy before invoicing and title processing.
• Maintain accurate records of titles, MSOs/MCOs, registrations, temporary tags, bills of sale, delivery receipts, and other sales documentation.
• Track outstanding titles and documentation and follow up with appropriate parties to resolve discrepancies or missing information.
• Assist with equipment inventory records and coordinate documentation for incoming and sold units.
• Assist Sales with financing documentation and customer paperwork as needed.
• Coordinate with Corporate Accounting regarding sales transactions, payments, deposits, and supporting documentation.
• Maintain organized electronic and physical branch records in accordance with company procedures.
• Communicate with customers regarding documentation, title, registration, and delivery requirements.
• Assist in developing and maintaining administrative processes for the branch as operations grow.
• Provide general branch administrative support as needed.
• Perform other duties as assigned to support branch and business needs.

Education / Training / Experience Requirements

• High school diploma or GED required; associate degree or related education preferred.
• 3 years of administrative, sales support, title/registration, or dealership experience preferred.
• Experience supporting commercial vehicle, trailer, automotive, heavy-equipment, or similar dealership operations strongly preferred.
• Working knowledge of vehicle/equipment titles, registrations, temporary permits/tags, and related documentation preferred.
• Experience with sales invoicing and basic accounting processes.
• Strong Microsoft Office skills, particularly Outlook, Word, and Excel.
• Dealer Management System experience preferred; Karmak Fusion experience a plus.

Essential Competencies

• Strong attention to detail and accuracy.
• Excellent organization and follow-through.
• Ability to manage multiple transactions and deadlines simultaneously.
• Strong customer service and communication skills.
• Ability to work effectively across Sales, Operations, and Accounting.
• Ability to identify missing or inaccurate documentation and resolve issues proactively.
• Comfortable working independently and establishing processes in a growing branch environment.
• Dependable and able to handle confidential business and customer information appropriately.

EEO / ADA / Disclaimer

W&B Service Company is an Equal Opportunity Employer and provides reasonable accommodations to enable individuals with disabilities to perform essential job functions. This job description identifies the primary duties and responsibilities of the position but is not intended to be an exhaustive list. Responsibilities may change at any time based on business needs.