Sales Administrator

Job Purpose

The Sales Administrator is 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. 

Principal Accountabilities

The following responsibilities are general duties that a particular employee in this position may or may not be required to perform.

The actual duties required of this position may vary. 


* Provides customer service and troubleshooting assistance to the 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; ensure order delivery timelines and documentation requirements are met.


* Assess and updates shipment forecasting reports for accuracy and needs; requests for material needs from purchasing and manufacturing as needed; proactively confirm needs with the 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 is responsible for resolving ensuring 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. 


* P...