Administrator - Sales
About The Position
The Administrator - Sales works in the Modesto office with the Administrative and Service Departments. The role compiles data and manages boiler sales jobs from setup through close, including credit approval, equipment and accessory orders, coordination with principals and vendors, order tracking, invoicing, billing, and other administrative tasks for the Santa Fe Springs and Inland Empire locations as needed. The position requires strong computer and communication skills, teamwork, and the ability to work efficiently in a fast-paced environment while handling multiple tasks. The administrator processes and manages boiler sales jobs, including collecting and reviewing job documents, booking jobs, checking customer purchase orders, obtaining credit approval, entering job budgets, converting CRM quotes to orders, issuing vendor purchase orders, tracking shipments, coordinating shipping, approving vendor invoices, billing customers, handling pre-liens and collections, preparing operation and maintenance manuals, coordinating startups and warranties, and closing jobs. The role also maintains job files and CRM documentation, confirms order acknowledgements and ship dates with vendors, monitors commission jobs, and prepares month-end reports.
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.
Nice To Haves
- Associate degree or higher desired.
Responsibilities
- Obtain required paperwork from sales staff and book jobs, including customer purchase orders, CRM quote numbers, job estimate worksheets, customer quotes, and vendor quotes; ensure the documents agree.
- Review customer purchase orders and identify issues that need clarification.
- Monitor commission jobs and follow the specified Cleaver Brooks process for qualifying orders over $250,000.
- Obtain credit approval and verify customer and jobsite records in Dynamics.
- Open jobs in Project Controller and enter budgets using job estimate worksheets.
- Convert CRM quotes to orders and create job files, uploading all documents to CRM.
- Issue purchase orders to vendors after credit approval, including the appropriate order forms or vendor quotes, and clarify whether orders are for submittal approval or release.
- Obtain customer purchase order review and acknowledgement from the contract team.
- Obtain vendor order acknowledgements and confirm order entry and expected ship dates.
- Track shipments and make shipping arrangements.
- 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.
- Prepare month-end reports.
- Perform additional administrative tasks for the Santa Fe Springs and Inland Empire locations as needed.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
