Commercial Vehicle Sales Administrator

Job Description

Job Description

Description:

Position Summary

The Sales Administrator supports the sales department through coordination of inventory, sales documentation, system administration, and logistics. This position plays a key role in ensuring accuracy and efficiency in truck sales operations. Additionally, this role provides backup support to the accounting department as needed, assisting with cash collections, customer service, and other administrative functions to maintain continuity of operations.

*** Pay: $25.00 m- $35.00/Hour depending on Experience

*** Someone with Accounting and Heavy-Duty Dealership Experience is preferred

Essential Duties and Responsibilities

Inventory Management

• Obtain inventory lists from sales staff at assigned locations (currently East stores)
• Compile and maintain spreadsheets for flooring audits across all locations, including body builders
• Manage and maintain inventory within Soarr and Arcadium systems
• Review PACCAR chassis lists for ordered units

Sales Processing

• Pull and distribute change orders to sales staff
• Retrieve new truck invoices for all locations
• Post truckinvoice information into Karmak (journal entries to bring units into inventory)
• Upload invoices and specifications into Soarr and Arcadium

DMV & Compliance

• Prepare DMV paperwork as requested by Sales leadership
• Coordinate VIN verification as needed

LPO & Systems Administration

• Create and push LPOs from Arcadium and generate LPOs in Karmak as needed
• Serve as SmartLinq Administrator:
  • Set up new customer accounts
  • Assist employees with registration and usage (East stores only)

Logistics & Truck Movement

• Coordinate truck moves between body builders, stores, and customers
• Assist PacLease with inter-store transfers as needed
• Manage and dispatch local drivers

Accounts Payable Support

• Receiv and review vendor bills
• Ensure purchase order numbers and stock numbers are accurate
• Submit verified invoices to Accounts Payable for processing

Warranty Administration

• Register PACCAR warranties and process warranty transfers

Accounting Backup Support

• Provide backup coverage for accounting operations as needed
• Assist with cash collections and basic accounting-related tasks
• Support customer service inquiries related to billing and payments
• Coordinate with accounting team members, including Fresno location, to ensure continuity

General Duties

• Provide administrative support to the Sales Department
• Assist with additional duties as assigned

Qualifications

• Strong organizational and multitasking skills
• High level of attention to detail and accuracy
• Ability to work cross-functionally between departments
• Experience with Karmak, Soarr, Arcadium, or similar systems preferred
• Proficient in Microsoft Office, particularly Excel
• Strong communication and customer service skills

Work Environment

• Fast-paced, multi-location dealership environment
• Ability to manage multiple priorities and meet deadlines
• Flexibility to support operational needs across departments