Senior Sales Admin Coordinator

Senior Sales Admin Coordinator The Senior Sales Admin Coordinator provides comprehensive administrative, operational, and financial support to the Used Equipment and/or Industrial Sales Departments. This role coordinates equipment ordering, inventory management, lease returns, invoicing, sales support, and accounting functions while ensuring accurate documentation, profitability, timely delivery, and a high-quality customer experience.Essential Duties Equipment Ordering, Inventory & ProcurementReview and verify accuracy of sales and purchasing documentation; ensure financial viability and obtain appropriate approvalsOrder lift trucks, used equipment, attachments, batteries, chargers, accessories, and specialty products as neededCollaborate with vendors, factory personnel, and other dealers to source equipment and maintain a strong dealer networkEnter and maintain equipment orders and inventory records in company systems and CRMTrack order progress and maintain clear communication with sales reps, vendors, and internal departments regarding delivery expectationsReview Bills of Lading, coordinate tagging, troubleshoot shipping issues, and research delivery discrepanciesMaintain equipment availability lists and proper inventory levelsCoordinate branch transfers, demo requests, and transportation logistics; obtain proof of delivery and ensure delivery conditions are metSales Coordination & Customer SupportWork closely with sales representatives to ensure order accuracy and provide timely status updatesRespond to quote requests, obtain vendor costs and freight, calculate complete cost summaries, and prepare proposal templatesMaintain detailed and organized order files documenting each stage of the processCommunicate directly with customers regarding order status and delivery timelinesCoordinate with service departments to open and monitor work orders for inspections, installations, and pre-delivery preparationSupport miscellaneous sales and marketing activities as neededPerform general administrative office duties including phone coverage, filing, scanning, and correspondenceAccounting, Invoicing & Financial ControlsPrepare and issue purchase orders with complete and accurate vendor detailsVerify and approve vendor invoices within one business day; request missing invoices as necessaryReview all sales documentation prior to invoicing to ensure accuracy of pricing, credits, lease documentation, and tax statusPrepare and finalize customer invoices, ensuring alignment with quotes, purchase orders, and lease agreementsVerify tax exemption documentation and ensure proper sales tax handlingMaintain accurate equipment cost records including machines, attachments, freight, and internal costsVerify net book values, ensure service calls are closed and invoiced, and journal internal freight costsRecord sales price, cost, and profit for each transactionLease End & Portfolio Management (depending on department structure)Manage and monitor the Lease End Portfolio, including notification to sales representatives at 180, 90, and 45 days prior to expirationCoordinate inspections, repairs, equipment pickups, and billing termination to ensure timely processingCollaborate with financial institutions, HY Fleet, and national accounts on lease returnsEnsure lease return inventory does not remain at branches longer than necessaryAssist sales representatives with lease documentation and inspectionsNotify branches when equipment is released and ensure proper documentation distributionCoordinate with service departments to quote and complete required repairsReporting, Compliance & Cross-Functional CollaborationMaintain complete, up-to-date order and inventory files accessible for team reviewReview retail detail summaries and other required reporting documentsCollaborate with Parts, Service, Credit, Accounting, Warranty, Business Development, and Upper Management to ensure smooth operationsMaintain professional relationships with customers, vendors, factory personnel, and internal departmentsParticipate in meetings, training sessions, and team-building activitiesMinimum Requirements EducationFour-year degree in Business or related field; or two-year degree in Business or related field with 2 years specific experience; or high school diploma with 4 years specific work experience.Work Experience6 months- 4+ years related experience.3+ years in Sales Admin Coordinator or similar roleExperience in Inventory Control, purchasing, accounting practices, invoicing, customer service, sales commissions, and data processing.PhysicalAbility to work for extended periods while sitting.OtherStrong verbal communication skills for clear interaction with customers by phone and in person.Excellent customer relations skills are essential.Intermediate to advanced skills in word processing, spreadsheet creation, and presentation development using MS Word, Excel and PowerPoint.Ability to manage multiple tasks simultaneously.This job description is not intended to be all inclusive. Your supervisor may request and assign you similar duties. Any major modifications to this job require Human Resources approval.