Sales Support Administrator

Sales Support Administrator

Rees Scientific is seeking a highly organized and detail-oriented Sales Support Administrator to provide administrative and operational support to the Sales organization. This position assists Area Sales Representatives by coordinating proposals, contract renewals, CRM administration, customer follow-up, and internal sales processes, allowing the sales team to focus on customer relationships, business development, and revenue growth.

The Sales Support Administrator works closely with Sales, Engineering, Estimating, Service, Project Management, Finance, and Customer Support to ensure opportunities progress efficiently through the sales cycle and customers receive timely, accurate, and professional service. This role requires exceptional organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

This is a full-time, on-site position based at Rees Scientific's corporate headquarters. Work is performed primarily in a professional office environment and requires frequent interaction with Sales, Engineering, Service, Project Management, Finance, Customer Support, and other internal departments. Occasional participation in meetings, training sessions, and company events may be required.

Key Responsibilities

Field Sales Execution Support

• Provide day-to-day operational and administrative support to the Sales team.
• Help advance active sales opportunities toward order completion by coordinating follow-up, documentation, and internal alignment.
• Maintain consistent follow-up with the Sales team to ensure opportunities continue progressing through the sales cycle.
• Support preparation for customer meetings, site visits, and technical discussions.
• Perform initial qualification activities for lower-priority leads and escalate qualified opportunities to Area Sales Representatives.
• Prioritize assigned sales support activities and coordinate follow-up based on guidance from Area Sales Representatives and Sales Leadership.

Contract Renewals & Expansion Support

• Manage the contract renewal quoting process for assigned territories.
• Maintain visibility of upcoming contract renewals and ensure proactive outreach.
• Coordinate pricing updates, proposal revisions, and documentation required to secure renewal orders.
• Support Area Sales Representatives with system expansions and add-on opportunities for existing customers.
• Work with Area Sales Representatives, Estimating, Engineering, Service, and other internal teams to ensure renewal proposals and orders are accurate and complete.
• Identify potential delays in renewal timelines or customer engagement and communicate findings to Area Sales Representatives for appropriate follow-up.

Proposal & Quote Coordination

• Prepare and coordinate quotations, proposals, and budgetary pricing using established pricing guidelines.
• Coordinate with Engineering, Service, Calibration, Project Management, and Sales to obtain technical and cost information.
• Ensure proposals are accurate, complete, and delivered within established turnaround expectations.
• Track proposal status and maintain consistent follow-up to support order conversion.
• Monitor proposal turnaround times and communicate delays or concerns to support timely customer response.

CRM Management & Pipeline Support

• Maintain accurate and current opportunity records, contacts, activities, and customer information within the CRM system.
• Ensure contract renewals, expansion opportunities, and active sales opportunities are properly documented and maintained.
• Support Area Sales Representatives with pipeline tracking and forecasting activities.
• Maintain pipeline data and prepare reports that assist Sales Leadership with forecasting and opportunity management.
• Generate pipeline, renewal, and order-related reports for Sales Leadership as requested.

Customer Support & Internal Coordination

• Serve as a secondary point of contact for existing customers within assigned territories.
• Route technical, service, project, or product inquiries to the appropriate internal departments.
• Coordinate internal resources necessary to support customer opportunities.
• Ensure an effective handoff from Sales to Project Implementation after an order is secured.
• Respond to routine customer inquiries and escalate technical, contractual, or commercial matters to the appropriate internal team.

Required Qualifications

• Bachelor's degree in Business, Marketing, Life Sciences, or a related field preferred.
• One (1) to three (3) years of experience in sales support, administrative coordination, account coordination, or a related role.
• Strong organizational and time management skills.
• High attention to detail and commitment to process accuracy.
• Excellent written, verbal, and interpersonal communication skills.
• Experience working with CRM systems preferred.
• Proficiency in Microsoft Office Suite.
• Ability to manage multiple priorities and meet established deadlines in a fast-paced environment.
• Strong analytical, organizational, and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive customer and company information professionally.

Preferred Qualifications

• Experience supporting technical or capital equipment sales.
• Experience within life sciences, healthcare, pharmaceutical, laboratory, or other regulated industries.
• Familiarity with recurring service agreements and contract renewals.
• Experience preparing proposals, quotations, and customer documentation.

Core Competencies

• Strong organizational and planning skills.
• Excellent attention to detail and commitment to accuracy.
• Customer-focused with a professional and service-oriented mindset.
• Strong written, verbal, and interpersonal communication skills.
• Ability to build collaborative working relationships across multiple departments.
• Effective time management and prioritization skills.
• Strong problem-solving and critical-thinking abilities.
• Ability to work independently while following established procedures.
• Adaptability and flexibility in a fast-paced business environment.
• Proficiency with Microsoft Office applications and CRM software.

Physical Requirements

• Prolonged periods of sitting while working at a computer workstation.
• Frequent use of a keyboard, mouse, telephone, and other standard office equipment.
• Ability to communicate effectively in person, by telephone, video conference, and written communication.
• Occasionally lift and carry office materials weighing up to 20 pounds.
• Ability to move throughout the office to attend meetings and collaborate with employees across departments.