Sales Administrator

Sales Administrator

The Sales Administrator (SA) is a key member of the Sales & Service Organization (SSO) management team and serves as a strategic partner to the Sales & Service Director, Area Sales Managers, Customer Service Manager, and Spare Parts Manager. The Sales Administrator is responsible for overseeing sales administration, transportation coordination, order management, invoicing activities, and customer documentation while ensuring efficient and accurate processing of sales-related transactions.

In addition to supporting daily sales operations, the Sales Administrator maintains sales records, monitors account receivables and backlog activities, manages transportation processes, and provides administrative support to the sales team. This position also supports quality initiatives within the Sales & Service Organization by helping maintain quality systems, processes, and customer-required documentation.

Essential Duties And Responsibilities

• Process and manage sales-related administrative activities and documentation throughout the sales cycle.
• Support the Sales & Service Director and Area Sales Managers in daily operations and customer-related activities.
• Review and control Sales Order Lines (SOLs) prior to approval and submission.
• Maintain accurate sales records and databases for reporting, analysis, and future reference.
• Coordinate letters of credit and ensure payment terms and financial documentation are accurate and compliant.
• Manage the sales backlog and ensure timely invoicing of completed equipment orders.
• Monitor account receivable activity and collaborate with Finance and Sales teams regarding overdue payments.
• Oversee transportation activities and coordinate shipment logistics with transportation resources.
• Obtain transportation quotes and communicate shipping options to the sales organization.
• Generate and maintain shipping documentation, including packing slips, invoices, customs documentation, and bills of lading.
• Ensure transportation information is accurately recorded and communicated through company systems.
• Provide support to field-based sales personnel with quotations, customer requests, and urgent administrative needs.
• Prepare and communicate quality metrics and quality-related updates within the Sales & Service Organization.
• Support implementation and continuous improvement of company processes and local procedures.
• Monitor data quality across customer and sales-related databases.
• Assist with customer quality documentation requirements for RFIs, RFPs, and RFQs.
• Conduct periodic audits and support cleanliness and quality initiatives within the Sales & Service Organization.

Qualifications & Experience

• Bachelor's degree in Business Administration, Supply Chain Management, Sales, Logistics, Finance, or a related field.
• 5+ years of experience in sales administration, customer service, order management, logistics, transportation coordination, or a related business function.
• Experience supporting sales organizations, customer-facing teams, and cross-functional business operations.
• Working knowledge of invoicing processes, sales order management, and transportation documentation.
• Experience working with ERP systems and business reporting tools.
• Strong proficiency in Microsoft Office Suite, particularly Excel.
• Experience in manufacturing, aviation, aerospace, industrial equipment, or related industries preferred.

Other Skills And Abilities

• Strong organizational and project management skills.
• Excellent written and verbal communication abilities.
• High attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong analytical and problem-solving skills.
• Ability to collaborate effectively with sales, customer service, finance, logistics, and operations teams.
• Customer-focused mindset with a commitment to service excellence.
• Self-starter with the ability to work independently and take initiative.