Commercial Sales Administrator

Carver Companies Payroll•Albany, NY

About The Position

The Commercial Sales Administrator is the administrative backbone of the NY Marine & Ports commercial sales team. The role manages the contract life cycle, onboarding paperwork, and commercial records so the sales team can focus on customers. It also ensures Operations and Finance receive contracts, customer details, and updates in a timely manner. The position is suited to a detail-oriented, highly organized person who can keep many moving pieces on track for a busy sales team. The administrator coordinates contracts from request and draft through signature, execution, renewal, and expiration; supports customer onboarding and document collection; maintains commercial data and records; and provides calendar, meeting, and communication support. The work is primarily office-based, with occasional visits to port, yard, or vessel locations and possible travel to job sites. The role involves regular use of a computer and phone and frequent interaction with project teams, vendors, and clients.

Requirements

High school diploma or equivalent.
At least 2 years of administrative, contract administration, sales support, paralegal, or operations support experience.
Working proficiency in Microsoft Excel, including sorting, filtering, formulas, and basic lookups.
Proficiency with the Microsoft 365 suite, including Word, Outlook, Teams, and SharePoint.
Experience managing documents and files in a shared or cloud-based environment.
Ability to sit, stand, and work at a computer for extended periods.
Ability to occasionally lift and carry up to 25 pounds.
Ability to view computer screens and printed materials, with or without reasonable accommodation.

Nice To Haves

Associate’s or Bachelor’s degree in business administration or a related field.
Hands-on experience with DocuSign or similar e-signature platforms.
Experience in marine, ports, construction, logistics, or another industrial setting.
Familiarity with CRM or ERP software.
Experience supporting a sales team, including calendar management and contract administration.
Experience with a multi-entity company structure.

Responsibilities

Track commercial contracts from request and draft through signature, execution, renewal, and expiration.
Prepare contracts, quotes, and amendments for signature, verifying customer details, terms, rates, and attachments.
Create and send DocuSign envelopes, manage signing order, and follow up on outstanding signatures.
Monitor upcoming renewals and expirations and alert the sales team in advance.
Flag missing information, non-standard terms, and approval gaps before documents are sent.
Coordinate with the legal team on contracts escalated for legal review.
Coordinate with Accounts Receivable to collect onboarding paperwork for new commercial customers, including account applications, credit documents, W-9s, and certificates of insurance.
Follow up on incomplete or expired onboarding documents.
Coordinate with Accounts Receivable to ensure new customer information is complete and passed to Finance before work or billing begins.
Save contracts and supporting documents to the correct shared locations, such as SharePoint, using standard naming conventions and folder structures.
Enter and maintain contract, customer, and pipeline data in the commercial team’s custom tool, keeping it accurate and consistent with signed documents.
Maintain Excel trackers and prepare status summaries for the commercial team and leadership.
Monitor commercial team calendars and meetings and help schedule customer and internal meetings.
Prepare meeting materials, capture key notes and action items, and follow up on open items.
Serve as a link between the commercial department and Operations and Finance, ensuring they receive needed contracts, customer details, and updates.
Communicate newly executed contracts, changes, and key dates promptly to the appropriate teams.
Help document and improve commercial administrative processes and checklists.
Perform other administrative duties as assigned.