Sales Support Specialist 1 - Gainesville

Job Description

Job Description

Job Summary

The Sales Support Specialist I provides administrative and operational support to the sales team and branch operations with a primary focus on quote, contract, and order documentation. This entry-level role emphasizes transactional accuracy, timely system updates, and coordination to support a smooth sales and rental process from initial customer request through contract execution and fulfillment. The Specialist may answer incoming calls and assist walk-in customers by addressing routine inquiries, capturing requirements, and routing more complex needs to the appropriate sales or branch leadership team. This position is a safety-sensitive role that requires compliance and adherence to all safety regulations and procedures.

Key Responsibilities

• Enter, update, and maintain customer, contact, quote-to-order, and contract information in CRM/ERP systems; ensure data accuracy and required fields are complete.
• Prepare, revise, and submit quotes in CRM/ERP based on customer requirements, standard pricing, and approved discount/terms guidance.
• Prepare and process rental and sales contracts and related documents (e.g., reservations, order confirmations, credit/PO documentation support, invoicing support documents) to ensure accuracy, completeness, and compliance with branch procedures.
• Route contracts, supporting documentation, and exceptions for review/approval; coordinate execution (e.g., obtain required customer signatures and internal authorizations) and file completed documents.
• Coordinate basic delivery and pickup logistics by communicating schedules, confirming details, and routing issues to the appropriate team members.
• Answer incoming calls and assist with walk-in customers; provide routine product/service information, gather requirements for quotes, and route complex questions, pricing exceptions, or complaints to the appropriate sales representative or branch leader.
• Collect and verify required order and contract details (e.g., billing and delivery information, jobsite details, PO numbers, tax-exempt documentation, contacts) and support credit/setup processes per policy.
• Track and follow up on open items (e.g., quote status, approvals, signatures, documentation, order status, customer issues) and communicate updates to internal teams and customers as needed.
• Maintain organized, audit-ready records for quotes, contracts, and supporting documents (electronic and/or paper) in accordance with company standards and branch requirements.
• Escalate out-of-line conditions affecting customer satisfaction, order fulfillment, or safety to the appropriate leader.
• Perform other related duties as assigned.

Knowledge and Skills

• Clear verbal and written communication skills to support positive relationships with customers and internal teams.
• Demonstrated attention to detail, accuracy, and follow-through; ability to learn quoting, contract, and order processes quickly.
• Strong customer service skills, including professional phone and front-counter support; strong organization and time-management skills.
• Professional, collaborative approach; ability to work effectively with sales, operations, and other branches.
• Basic proficiency with Microsoft Office; ability to learn CRM/ERP systems (e.g., Salesforce, Moab) and enter data accurately.
• Basic understanding of documentation requirements and operational processes in a rental/service environment (quotes, contracts, deliveries/returns, invoicing support) or ability to learn.

Qualifications

• High school diploma or equivalent required.
• 0–2 years of experience in administrative support, customer service, inside sales, or a related role.
• Must have reliable transportation.