Sales Administrator

Job Description

Job Description

Job Title: Sales Administrator

Location: Houston Office

Reports To: Inside Sales Manager

Position Overview:

The Sales Administrator provides essential operational, administrative, and analytical support to the Sales Team. This role is responsible for maintaining accurate sales data, coordinating sales activities, and enhancing overall sales effectiveness through reporting, market intelligence, and process optimization.

In addition, the Sales Administrator supports business development efforts by gathering and analyzing market intelligence, with a particular focus on small utility companies and electrical cooperatives, helping the Sales Team identify opportunities, track competitors, and improve customer engagement strategies.

Key Responsibilities:

Sales Administration & Account Support

• Create, maintain, and update Account Profiles in CRM systems, including account-specific requirements, contacts, contracts, and lead status.
• Support Inside and Outside Sales by tracking opportunities, bids, and follow-ups, including pending bid results as directed by the Inside Sales Manager.
• Maintain accurate records of proposals, quotes, contracts, and sales documentation in accordance with company procedures.
• Serve as a central point of coordination between Sales, Proposals, Project Management, and other internal teams.

Market Intelligence & Sales Support

• Conduct ongoing market intelligence activities, including research on customers, competitors, industry trends, and market conditions relevant to utility companies and cooperatives.
• Support sales initiatives targeting small utility companies and electric cooperatives by identifying potential leads, tracking customer developments, and maintaining prospect lists.
• Assist in the preparation of sales presentations, customer briefings, and market summaries for internal and external use.
• Monitor industry news, bid postings, and customer activity to support proactive sales planning.

Reporting & Documentation

• Prepare, maintain, and distribute regular sales reports, dashboards, and performance metrics for management and the Sales Team.
• Prepare and submit executive expense reports for monthly approval.
• Assist the Project Management team with sales tracking, backlog, and forecasting reports.
• Participate in weekly Sales and Proposal meetings; document, distribute, and track meeting notes, action items, and follow-ups.

Data Management & CRM Administration:

• Perform data entry, validation, and maintenance across CRM and related systems to ensure data accuracy and consistency.
• Support basic CRM administration tasks, including user support, data cleanup, and report generation.
• Assist Sales and Proposal Teams by responding to general information requests, ensuring timely, accurate, and consistent communication.

Administrative & Back-Office Support:

• Manage and coordinate the Sales Team calendar, including meetings, travel, and PTO tracking.
• Monitor and manage the Sales Team’s general email inbox, routing inquiries appropriately.
• Coordinate sales meetings, customer visits, lunch-and-learn sessions, and internal events.
• Support travel arrangements, expense tracking, and reconciliation for Sales Team members.
• Track open action items, deadlines, and follow-ups to ensure timely completion.

External Sales Support

• Provide administrative and operational support to outside sales representatives, ensuring they have access to current account data, reports, and sales materials.
• Act as a liaison between inside sales, outside sales, and internal support teams to facilitate efficient communication.

Additional Duties

• Perform additional duties assigned to support the Sales Department and contribute to overall company objectives.
• Assist with continuous improvement of sales processes, tools, and workflows.

Qualifications

• High School Diploma required.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Strong organizational skills with the ability to prioritize and meet deadlines in a fast-paced environment.
• High attention to detail and commitment to data accuracy.
• Strong written and verbal communication skills.
• Reliable and predictable attendance.
• Travel flexibility required, including local travel within the United States and occasional international travel.