Executive Sales Administrator

Executive Sales Administrator

Location: Miami, FL (On-site)

Schedule: Monday to Friday, 8:00 a.m.-4:30 p.m. (ET)

Reports to: CEO

Aeroservicios USA is a Miami-based provider of new and refurbished Ground Support Equipment (GSE), serving airlines, ground handlers, FBOs, and other aviation-related customers through direct sales, leases, rentals, and maintenance services.

We are seeking a highly organized and customer-oriented Executive Sales Administrator to support the sales administration process for our U.S. customer base. This role requires strong communication skills, advanced follow-up, attention to detail, and the ability to coordinate between customers, sales, production, purchasing, billing, logistics, and management.

The ideal candidate must be fully bilingual in English and Spanish, with strong written and verbal communication skills in English. This role requires direct communication with U.S. customers, strong customer service skills, commercial awareness, and the ability to support customer accounts from order placement through delivery, invoicing, payment follow-up, and ongoing customer support.

Responsibilities:

• Coordinate and support the sales administration process for U.S. customers.
• Serve as a main point of contact for customers regarding orders, delivery status, documentation, invoicing, payment follow-up, and general account support.
• Communicate professionally with customers by email and phone in English and Spanish.
• Coordinate with internal departments, including sales, production, purchasing, inventory, billing, and logistics, to ensure accurate and timely order fulfillment.
• Review and confirm order details, including purchase orders, billing information, dispatch instructions, shipping requirements, and customer-specific requests.
• Send order confirmations, invoices, shipping documents, manuals, and other required documentation to customers.
• Follow up on customer requests, open orders, pending items, delivery dates, payments, and special instructions.
• Coordinate equipment availability, preparation, delivery timelines, and dispatch with production, workshop, suppliers, purchasing, and transportation providers.
• Coordinate special customer requirements, including decals, requested options, export inspections, import records, washing certificates, and equipment manuals.
• For customers without established credit, coordinate deposits, balances, and payment confirmation before dispatch.
• Maintain organized records of customer communications, orders, purchase orders, invoices, payments, shipping documents, and related files.
• Support management and the sales team with reports, customer follow-up, order tracking, and administrative tasks as needed.

Requirements / Qualifications:

• High school diploma or equivalent required. Bachelor's degree preferred.
• Minimum of 5 years of experience in sales administration, customer service, inside sales support, account coordination, order processing, or a related commercial/administrative role.
• Experience handling direct communication with U.S. customers is required.
• Excellent verbal and written communication skills in English and Spanish are required.
• Advanced Microsoft Excel skills are required, including spreadsheets, filters, formulas, reports, data tracking, and customer/order follow-up controls.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Experience working with purchase orders, invoices, shipping documents, customer accounts, payment follow-up, or order fulfillment is required.
• Strong organizational skills, attention to detail, follow-up, and ability to manage multiple priorities.
• Professional presence and ability to communicate with customers, vendors, internal departments, management, and executive-level contacts.
• Ability to work independently while collaborating with multiple departments.
• Experience supporting or managing U.S. customer accounts is strongly preferred.
• Experience in equipment sales, logistics, aviation, manufacturing, export, or industrial services is a plus.
• Experience with CRM, ERP, order tracking systems, or customer databases is a plus.

Benefits

• Aeroservicios USA offers a competitive benefits package that includes medical, dental, and vision coverage, 401(k) with company match, paid time off and paid holidays, and company-sponsored short-term disability, long-term disability, and life insurance, subject to eligibility and plan terms.

Aeroservicios USA is an Equal Opportunity Employer, including Disability/Veterans.