Sales Administrator (Sales)

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. 
• Processes invoices from outside vendors, ensure invoices are allocated to the correct project or account and that actual costs do not exceed budget.
• Partners with Accounting and Purchasing to set up new vendors.

Experience |Education | Certifications 

• ​ High school diploma with extensive experience in customer service field.
• BS Degree in Finance, Accounting or Business Administration or the equivalent coursework in a related specialized field, preferred.
• 2+ years prior related work experience in sales administration, sales operations, or customer service.
• Excellent verbal, written and interpersonal skills
• High degree of accuracy and attention to detail.
• A self-starter capable of multi-tasking and prioritizing.
• Strong knowledge of MS Office, including Outlook, Word, PowerPoint, and Excel.
• Ability to take initiative in completing assigned work and projects.

Benefits and Compensation

The salary range for applicants in this position generally ranges between $52,000 and $55,000. The range is an estimate based on potential employee qualification operations, needs, and other considerations permitted by law.

In addition to career advancement and growth, continuous training, and mentoring opportunities, Stonhard offers an excellent comprehensive health plan and financial benefits program including but not limited to, paid holidays, paid time off, 401(k) with company match, Company Pension Plan and Stock Purchase Plans.

Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.