Sales Support Administrator

Our client is seeking a highly organized and customer-focused Sales Support Administrator to support our growing specialty equipment business. This position plays a critical role in assisting the sales team, coordinating transactions, managing customer communications, executing on CRM accuracy and tracking, and ensuring a seamless experience from quote to invoice.

The ideal candidate thrives in a fast-paced environment, demonstrates exceptional attention to detail, and enjoys working collaboratively with customers, sales representatives, and operations teams. This role will report directly to the Chief Commercial Officer and will be based in Phoenix, Arizona.

This person will support a West coast sales team

Key Responsibilities

Sales Administration

• Process quotes, contracts, extensions, exchanges, and equipment returns.

• Ensure agreements, certificates of insurance, and supporting documentation are complete and accurate.

• Coordinate equipment deliveries, pickups, and transportation logistics.

• Maintain customer records and rental documentation within company systems.

• Assist with rental billing, dispute resolution, and contract reconciliation.

Sales Support

• Provide administrative support to Sales Representatives and management.

• Follow up on open quotes and expiring sales contracts.

• Track opportunities and maintain CRM records.

• Generate sales reports, utilization reports, and other performance metrics.

Customer Service

• Serve as a primary point of contact for customers.

• Respond promptly to customer inquiries regarding equipment availability, pricing, and contract terms.

• Coordinate customer requests for service, maintenance, and transportation needs.

• Manage Accounts Payable and Accounts Receivable administration, as needed.

• Resolve issues professionally and escalate concerns when necessary.

Fleet Coordination

• Monitor fleet availability and utilization.

• Work closely with operations, shop personnel, and transportation providers to ensure equipment readiness.

• Coordinate equipment inspections, maintenance schedules, and service updates.

• Quarterback all activity related to the transaction with the customer, shop, transportation, sales team, and accounting.

Operational Support

• Maintain accurate inventory and asset records in CRM system, including asset creation, final sales records, and life cycle tracking.

• Invoicing of transactions using the CRM System.

• Title application completion, registration, tag and title transfer, and audit readiness.

• Support month-end reporting and administrative activities.

• Participate in process improvement initiatives to enhance operational efficiency.

Qualifications

• 2+ years of experience in inside sales, customer service, equipment sales administration, or a related field.

• Strong computer skills including Microsoft Office Suite (Excel, Outlook, Word).

• Excellent verbal and written communication skills.

• Strong organizational and multitasking abilities.

• Ability to work independently and prioritize competing demands.

Preferred

• Experience in equipment rental, fleet management, construction equipment, vocational trucks, or heavy equipment industries.

• Experience with Salesforce.

• Knowledge of sales contracts, equipment utilization, and fleet operations.

Knowledge, Skills & Abilities

• Strong attention to detail and accuracy.

• Customer focused mindset with professional communication skills.

• Ability to solve problems and make sound decisions.

• Strong time management and organizational skills.

• Proficiency in data entry and reporting.

• Ability to collaborate effectively across sales, operations, service, and management teams.

Position is located near North Mountain Park of Interstate 17