Sales Admin Assistant

Administrative Assistant For Horsepower Business Unit

The Administrative Assistant for the Horsepower Business Unit provides comprehensive administrative and clerical support to the Traffic and Sales team. This role is responsible for contract coordination, recordkeeping, travel and event logistics, expense tracking, calendar management, and reception coverage. The position requires strong attention to detail, confidentiality, and the ability to manage multiple administrative tasks in support of coordination of Horsepower management, sales coordination, operations, customer engagement, and audit readiness.

Responsibilities

• Run and distribute daily, weekly, monthly and quarterly Horsepower reports for assigned sales leadership.
• Prepare, send, track, and file spot contracts via DocuSign, email, or mail.
• Maintain accurate contract and rate adjustment documentation to support compliance and audit readiness.
• Complete and reconcile the monthly spot contract log; follow up on missing or incomplete documentation.
• Track, scan, file, and distribute approved rate adjustments to Sales, Customer teams, and Billing.
• Support audit preparation and document requests in coordination with Legal.
• Arrange hotels, flights, and ground transportation for sales personnel and customers, including last-minute changes.
• Coordinate meeting logistics, dining reservations, and hosted customer activities.
• Support customer travel experiences and coordinate logistics and payments for customer events and vendors.
• Coordinate customer events and appreciation initiatives, including sporting events, dinners, tournaments, and holiday functions.
• Manage and distribute events and HLSR tickets in accordance with guidelines.
• Track attendance, guest lists, RSVPs, and ticket distribution for documentation purposes.
• Send event invitations and customer appreciation gifts.
• Book venues and restaurants and assist with event setup, including seating charts and place cards.
• Answer incoming calls, route messages, and provide daily administrative support.
• Maintain shared sales calendars, including travel, customer visits, and vacation schedules.
• Assist with expense report processing, charge center allocation, and receipt tracking.
• Document customer attendance for meetings, meals, and events to support recordkeeping and compliance.

Qualifications

• High level of proficiency in MS Office Suite of products – in particular Excel
• Administrative accuracy and documentation control
• Time management and prioritization
• Dependability and responsiveness
• Professional communication
• Coordination and support mindset
• Compliance and audit awareness
• Demonstrated flexibility and adaptability to changing business needs and priorities, including taking on additional responsibilities or projects as required.

Education:

• Associate degree or higher, preferred. A combination of High School Diploma and prior equivalent experience will be considered in lieu of higher education degree.

Experience:

• 2–4 years of administrative assistant, clerical, or office support experience.
• Marine Transportation experience, a plus
• Strong organizational skills with high attention to detail and follow-through.
• Experience using electronic signature platforms (e.g., DocuSign) preferred.
• Ability to handle confidential information with discretion.
• Strong communication and customer service skills.

Physical Activities & Requirements: Standard Office Criteria

Working Conditions: Standard Office Criteria