Retail Sales Administrator

Sales Administrator

The Sales Administrator plays a critical role in supporting the sales team by managing deals from preclosed-won through final delivery and DMV completion. This role serves as a central point of coordination between sales, customers, finance, DMV, transportation, and internal teams to ensure accuracy, compliance, and timely execution of sales transactions. The ideal candidate is highly organized, detail-oriented, customer-focused, and comfortable working across systems and departments.

What You Will Gain

• Competitive benefits including health insurance, paid holidays, and vacation pay
• Continuous training to provide you the opportunity to develop your full potential and be a true business partner
• Access to an expansive network of mentors and networking opportunities
• Top quality technology to assist in your daily responsibilities to allow for more efficiencies to deliver outstanding customer service

Responsibilities

Key Responsibilities

• Assist sales in obtaining rebate and DMV quotes as requested.
• Check and confirm inventory availability and identify unit numbers when needed.
• Establish and maintain strong customer relationships throughout the sales process.

Closed Won Deal Processing (HubSpot)

• Track deals from Closed-Won status through completion of DMV requirements.
• Review deal documentation to verify accuracy and completeness.
• Accurately enter deals into Excede and create units for pre-sold inventory.
• Identify, track, and resolve outstanding deal items or exceptions noted during deal entry.
• Validate sales tax by confirming BOC accuracy against Excede via VERTEX integration.
• Validate payment terms using the accounting-approved terms matrix.
• Validate DMV fees by confirming quotes match BOC details and escalating discrepancies via HubSpot tickets when necessary.
• Check status of MSOs upon deal creation; escalate payment or MSO tracking needs to DMV and financing teams for stock units.
• Obtain title instructions from customers when not provided at the time of sale.
• Request, verify, and file exemption certificates as applicable in HubSpot and shared drives.
• Prepare and send Order Confirmations (M1) directly to customers when required.

Deal Monitoring & Customer Coordination

• Monitor and resolve issues that could delay shipment or delivery.
• Serve as the primary point of contact (POC) for customers postClosed Won
• Coordinate with internal finance on internal financing status when applicable.
• Coordinate delivery schedules with customers and transportation partners.
• Proactively request outstanding items from customers (e.g., graphics, documentation) to ensure on-time delivery
• Respond to customer inquiries in collaboration with internal teams, ensuring timely and accurate communication.
• Communicate expected delivery dates and proactively address delays or changes.
• Act as liaison between supporting teams, escalating issues and clarifying deal status as needed.

Administrative & Sales Operations Support

• Create and maintain accurate customer profiles in HubSpot, including: exemption certificates, blanket title instructions, contact information and documentation.
• Maintain organized records of deal documentation and correspondence in Excede and/or shared drives.
• Identify trends, gaps, or bottlenecks in the sales process.
• Escalate issues and suggest process improvements to enhance efficiency and accuracy

Qualifications

Qualifications & Skills

• Strong attention to detail and accuracy in documentation and data entry
• Excellent organizational and time-management skills
• Customer-focused mindset with strong communication skills
• Ability to manage multiple deals and priorities simultaneously.
• Experience working with CRM systems (HubSpot preferred) and ERP or deal-entry systems (Excede preferred)
• Comfortable coordinating across sales, finance, DMV, and logistics teams
• Proactive problem-solver with the ability to escalate issues appropriately

Preferred Experience

• Sales administration, sales operations, or order management experience
• Familiarity with DMV processes, sales tax validation, and exemption certificates
• Experience working in inventory-based or transportation-related industries.

Pay Range

$18.00/Hr. - $23.00/Hr.