Administrator - Sales

R.F. MacDonald Co.•Modesto, CA

1d•Onsite

About The Position

The Administrator - Sales works in the Modesto office and supports the Administrative and Service Departments, with additional administrative tasks for the Santa Fe Springs and Inland Empire locations as needed. The role compiles data and project-manages boiler sales jobs from initiation through closeout. This includes setting up jobs, obtaining credit approval, ordering equipment and accessories, coordinating with principals and vendors on order tracking, preparing invoices, and performing billing functions. The position requires strong computer and communication skills, teamwork, and the ability to manage multiple tasks efficiently in a fast-paced environment. The administrator manages boiler sales jobs by booking orders, reviewing order documents and customer purchase orders, obtaining credit approval, placing and tracking vendor orders, arranging shipments, approving vendor invoices, billing customers, handling pre-liens and collections, preparing operation and maintenance manuals, coordinating startups and warranties, and closing jobs. The work also includes monitoring commission jobs, maintaining job files and documentation in CRM, entering job budgets and orders in designated systems, coordinating customer purchase-order reviews with the contract team, obtaining vendor order acknowledgements and ship dates, preparing month-end reports, and issuing purchase orders to vendors with the appropriate order forms or quotes.

Requirements

High school diploma required.
Ability to perform diversified clerical functions and administrative procedures.
Excellent verbal and written communication skills.
Proficient computer skills, including Word, Excel, and administrative software systems.
Strong interpersonal skills.
Ability to understand and follow written and verbal instructions.
Versatility, flexibility, and willingness to work enthusiastically amid changing priorities.
Excellent attendance and promptness.
Ability to work in a fast-paced environment and handle multiple tasks efficiently.

Nice To Haves

Associate degree or higher desired.

Responsibilities

Compile data and project-manage boiler sales jobs from setup through closeout.
Obtain necessary paperwork from sales staff and book jobs, ensuring that purchase orders, quotes, and worksheets match.
Review customer purchase orders and identify issues requiring clarification.
Obtain credit approval and monitor commission jobs.
Open jobs in Project Controller and enter budgets using job estimate worksheets.
Convert CRM quotes to orders and create job files, uploading all documents into CRM.
Issue purchase orders to vendors, including appropriate order forms or vendor quotes, and clarify whether orders are for submittal approval or release.
Track vendor orders and shipments, make shipping arrangements, and obtain vendor order acknowledgements and ship dates.
Prepare invoice drafts, determine whether deposits or progress payments are needed, approve vendor invoices, and bill customers.
Handle pre-liens and collections.
Coordinate operation and maintenance manuals, startups, warranties, and job closeout.
Obtain customer purchase-order review and acknowledgement from the contract team.
Prepare month-end reports.
Provide administrative support for Santa Fe Springs and Inland Empire locations as needed.