Sales Administrator

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
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