Sales Administrator

Job Title: Sales Administrator

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Job Description

The Sales Administrator supports the sales and finance teams by coordinating the administrative, financial, and documentation activities associated with equipment and attachment sales. Reporting to the Chief Financial Officer, this role processes sales orders and invoices, maintains accurate transaction and equipment records, coordinates financing and registration paperwork, supports customer requests, and communicates effectively with internal departments and external financing partners. The ideal candidate works proactively, manages multiple priorities with ease, and is committed to ensuring every sales transaction is completed accurately and efficiently.

Responsibilities

• Process sales orders and issue accurate customer invoices for equipment and attachment sales.
• Review equipment and attachment records to ensure all information is complete, accurate, and properly documented.
• Link relevant records in internal systems as required to maintain clear and consistent transaction history.
• Coordinate with the purchasing team to confirm that all required purchasing and delivery documents have been received and properly recorded.
• Help ensure that cost-of-sales accruals are appropriately accounted for in coordination with the finance team.
• Coordinate financing documentation associated with equipment sales, working closely with external lenders and internal stakeholders.
• Communicate extended-warranty details and equipment program information to the appropriate internal departments.
• Receive, organize, and maintain delivery documentation and customer packets, including registration and equipment-program information.
• Complete required registration paperwork for equipment, trailers, loaders, excavators, and other applicable products.
• Prepare delivery paperwork for equipment and attachments being moved or delivered to customers or other locations.
• Record trade-in equipment associated with sales transactions and ensure related documentation is complete.
• Assist customers with documentation and other requests related to purchased equipment, providing professional and timely support.
• Complete required invoicing through cooperative purchasing programs and ensure compliance with program requirements.
• Prepare routine equipment sales and retail reports to support sales and management decision-making.
• Add purchased equipment to customer ownership records and maintain accurate customer and asset information.
• Maintain customer survey call lists and other assigned records to support ongoing customer engagement and feedback initiatives.
• Serve as a primary contact for lender audits, providing documentation and information as requested.
• Provide backup support for customer and supplier account setup when needed.
• Provide backup telephone coverage to support the broader team and ensure responsive customer service.
• Perform additional duties as assigned by management to support sales, finance, and administrative operations.

Essential Skills

• Demonstrated attention to detail and strong accuracy in reviewing and processing sales orders, invoices, and equipment records.
• Experience with invoicing, sales order entry, order processing, and general sales support activities.
• Ability to manage financing documentation and sales-related paperwork, including lender and cooperative purchasing program requirements.
• Understanding of cost accruals, trade receipts, and transaction records associated with equipment sales.
• Ability to confirm that required purchasing and delivery documents have been received and properly recorded.
• Strong organizational and time-management skills, with the ability to prioritize multiple responsibilities and deadlines.
• Exceptional attention to detail when maintaining customer, ownership, registration, warranty, and delivery records.
• Ability to work proactively and identify missing or inaccurate information in documentation and systems.
• Professional written and verbal communication skills for interacting with customers, lenders, and internal teams.
• Ability to coordinate effectively with customers, lenders, purchasing, warranty, finance, and sales teams.
• Strong problem-solving skills and a self-motivated working style.
• Proficiency with the Microsoft Office Suite

Additional Skills & Qualifications

• Experience maintaining detailed administrative records related to equipment ownership, registration, warranties, and deliveries.
• Experience in customer service, data entry, order entry, sales operations, account management, or administrative support.
• Experience with Extend and familiarity with Power BI are beneficial and may support reporting and data analysis.
• Comfort working in a fast-growing organization with evolving processes and opportunities for long-term career growth.
• Self-motivated, proactive approach to work, with a strong sense of ownership over tasks and responsibilities.

Work Environment

This role is based on-site in a professional office environment, working approximately 40 hours per week, typically from 8:00 a.m. to 5:00 p.m. The position involves frequent use of computers and office productivity software, including the Microsoft Office Suite, and may include working with systems such as Extend and Power BI for data entry and reporting. The Sales Administrator collaborates closely with sales, finance, purchasing, warranty, and customer service teams, as well as external lenders and partners. The organization offers the opportunity to join a strong, fast-growing family-oriented company culture with ample room for long-term career growth. Attire is consistent with a professional office setting

Job Type & Location

This is a Contract to Hire position based out of East Longmeadow, MA.

The pay range for this position is $24.00 - $27.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a Contract to Hire position based out of East Longmeadow, MA.

This position is anticipated to close on Oct 30, 2026.

This is a fully onsite position in East Longmeadow,MA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.