Senior Sales Admin Coordinator

Primary Function

The Senior Sales Admin Coordinator provides comprehensive administrative, operational, and financial support to the Used Equipment and/or Industrial Sales Departments.

This role coordinates equipment ordering, inventory management, lease returns, invoicing, sales support, and accounting functions while ensuring accurate documentation, profitability, timely delivery, and a high-quality customer experience.

Essential Duties

Equipment Ordering, Inventory & Procurement


* Review and verify accuracy of sales and purchasing documentation; ensure financial viability and obtain appropriate approvals


* Order lift trucks, used equipment, attachments, batteries, chargers, accessories, and specialty products as needed


* Collaborate with vendors, factory personnel, and other dealers to source equipment and maintain a strong dealer network


* Enter and maintain equipment orders and inventory records in company systems and CRM


* Track order progress and maintain clear communication with sales reps, vendors, and internal departments regarding delivery expectations


* Review Bills of Lading, coordinate tagging, troubleshoot shipping issues, and research delivery discrepancies


* Maintain equipment availability lists and proper inventory levels


* Coordinate branch transfers, demo requests, and transportation logistics; obtain proof of delivery and ensure delivery conditions are met

Sales Coordination & Customer Support


* Work closely with sales representatives to ensure order accuracy and provide timely status updates


* Respond to quote requests, obtain vendor costs and freight, calculate complete cost summaries, and prepare proposal templates


* Maintain detailed and organized order files documenting each stage of the process


* Communicate directly with customers regarding order status and delivery timelines


* Coordinate with service departments to open and monitor work orders for inspections, installations, and pre-delivery preparation


* Support miscellaneous sales and marketing activities as needed


* Perform general administrative office duties including phone coverage, filing, scanning, and correspondence

Accounting, Invoicing & Financial Controls


* Prepare and issue purchase orders with complete and accurate vendor details


* Verify and approve vendor invoices within one business day; request missing invoices as necessary


* Review all sales documentation prior to invoicing to ensure accuracy of pricing, credits, lease documentation, and tax status


* Prepare and finalize customer invoices, ensuring alignment with quotes, purchase orders, and lease agreements


* Verify tax exemption documentation and ensure proper sales tax handling


* Maintain accurate equipment cost records including machines, attachments, freight, and internal costs


* Verify net book values, ensure service calls are closed and invoiced, and journal internal freight c...