Area Sales & Operations Administrator

Perfection Group • Indianapolis, IN

4d • Onsite

About The Position

About Perfection Group We believe a well-managed facility can transform our world. Perfection Group is an industry leader that designs, installs, and services mechanical and environmental systems focused on energy-efficient facility operations for commercial, industrial, and institutional customers. We are seeking a highly organized and customer-focused Area Sales & Operations Administrator to join our Indianapolis team. This position will play an important role in supporting our sales and operations teams by managing administrative processes, maintaining accurate customer and project information, coordinating contract renewals, assisting with project and customer communication, and helping ensure work moves smoothly from sales through operations. This is a cross-functional role that works closely with Sales, Operations, Projects, Purchasing, and Administration and reports directly to the Area Manager.

Requirements

• High school diploma or equivalent required
• Previous administrative, sales support, operations support, project coordination, or similar experience preferred.
• Strong written and verbal communication skills.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Office 365, including Outlook, Excel, PowerPoint, and Teams.
• Ability to learn company-specific CRM, service-management, and accounting systems.
• Strong attention to detail and commitment to accurate data and documentation.
• Customer-first approach and ability to work collaboratively across departments.

Nice To Haves

• Associate degree preferred.

Responsibilities

• Manage the administrative process for new customer start-up, ensuring information is accurately transitioned from Sales to Operations.
• Support the new project start-up and handoff process between Sales and Operations.
• Assist the Project Sales team by gathering and organizing equipment lists, service history, asset information, and other customer data needed to develop opportunities.
• Maintain accurate customer information, contacts, phone numbers, and account information within company systems.
• Conduct periodic customer check-ins and follow-up communication as directed by Sales and Operations leadership.
• Help ensure internal and external customer requests are addressed accurately and in a timely manner.
• Manage the administrative process for customer contract renewals in partnership with Sales and Operations.
• Review contract costs and prepare renewal information for internal review.
• Update renewal pricing and supporting information following internal review.
• Prepare contract renewal documents and customer addendums.
• Schedule customer meetings when renewal discussions are necessary.
• Maintain accurate contract information and documentation within company systems.
• Assist with creating or updating contract records when supporting documentation is missing or incomplete.
• Perform a weekly costing audit to help maintain accurate job and project information.
• Review the Open Project Report weekly, identify required action items, and assist with customer communication and follow-up.
• Assist with job-cost-related parts ordering and tracking and help maintain a consistent process for those purchases.
• Support vendor management and vendor-related administrative needs.
• Assist with inventory-related data entry and record keeping.
• Prepare and review operational reports for accuracy, completeness, and efficiency.
• Assist Operations and Project teams with administrative projects and reporting as needed.
• Participate in scheduling and operations meetings as appropriate.
• Assist with technician uniform ordering and tracking.
• Process or coordinate technician expense reimbursements.
• Assist with technician-related administrative needs and record keeping.
• Help ensure technician documentation and administrative requests are completed accurately and in a timely manner.
• Manage office, safety, break room, snack, and beverage supplies within an established budget.
• Help plan and coordinate office events, technician meetings, breakfasts, employee gatherings, holiday events, and similar activities.
• Assist with general office organization and administrative needs.
• Identify opportunities to improve administrative processes and help develop consistent procedures and workflows.
• Provide administrative support across Sales, Operations, Projects, Purchasing, and other departments as needed.
• The Area Sales & Operations Administrator will be cross-trained to provide backup coverage for the Service Operations Support (SOS) function as needed.
• Assisting with technician scheduling and dispatching.
• Helping assign technicians based on availability, location, skill set, and customer needs.
• Creating and tracking purchase orders for service activities.
• Ordering and tracking service-call parts and materials.
• Assisting with maintenance filter ordering and management.
• Supporting weekly technician time verification.
• Tracking, verifying, and distributing technician-generated quotes to customers.
• Assisting with scheduled preventive-maintenance reviews, technician assignments, tasking, and account requirements.
• Helping coordinate technician response to emergency service calls.
• Assisting with safety training administration, scheduling, and record keeping.
• Assisting with technical training scheduling and tracking technician training requirements and completion.
• Assisting with other Service Operations Support responsibilities during absences, periods of high workload, or as business needs require.

Benefits

• Exposure to multiple areas of the business, including Sales, Operations, Projects, Purchasing, and Administration.
• Opportunities for increased responsibility and advancement within operations, sales support, project administration, or other areas of the organization.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED