Sales Admin Coordinator I

Gregory Poole Equipment Company•Hanahan, SC

4d•Onsite

About The Position

The Sales Admin Coordinator is responsible for supporting the full lifecycle of equipment sales, rentals, and lease transactions across multiple product lines, including construction equipment, lift trucks, attachments, trailers, and related accessories. This role ensures accurate processing, invoicing, financial reconciliation, and operational coordination while partnering closely with Sales, Accounting, Finance, Service, and external vendors to support timely and compliant completion of transactions.

Requirements

Associate’s degree in related field; bachelor's degree in business or a related field preferred, or equivalent combination of education and relevant work experience.
0-3+ years' experience in sales or admin support roles.
Ability to work at a computer for extended periods.
Ability to communicate clearly and professionally in person, by phone, and via email.
Demonstrated experience with computer-based systems and applications.
Proficiency with standard PC software, including Microsoft Office (Excel, Word, Outlook).
Solid understanding of ERP Systems.

Nice To Haves

Sales order processing, invoicing, or billing experience preferred.
Customer service and internal coordination experience preferred.
Basic accounting or data entry functions experience preferred.

Responsibilities

Process and invoice new, used, rental, and transferred equipment transactions across multiple product lines
Prepare sales orders, review documentation, and ensure accuracy of pricing, costs, and transaction details
Apply appropriate charges, credits, and adjustments including delivery, warranties, rental purchase options, and miscellaneous fees
Generate and distribute invoices to customers and internal stakeholders
Assist with purchase orders and miscellaneous billing requests
Coordinate ordering, tracking, and inventory of equipment, attachments, and related assets
Maintain accurate equipment records and databases across internal systems
Partner with Sales Representatives to ensure order accuracy and status communication
Support transfers of equipment between locations or external dealers as needed
Support rental and lease billing including contract setup, ongoing billing, credits, and lease-end processing
Coordinate lease end activities including customer notifications, repairs, logistics, and equipment pickup arrangements
Work with Service and Sales teams to ensure timely completion of repair and refurbishment requirements
Ensure proper documentation and financial closure of lease and rental transactions
Prepare and maintain financial reports including commissions, credits, accruals, and reconciliation schedules
Validate vendor invoices, request credits, and ensure proper allocation of costs and funds
Support audit processes by providing documentation, journal entry support, and transaction research
Maintain compliance with tax requirements, customer documentation, and financial controls
Collaborate with Sales, Accounting, Finance, Service, Credit, Tax, and Warranty departments to support end-to-end transaction processing
Serve as a key point of contact for internal and external stakeholders regarding sales and equipment transactions
Communicate effectively with vendors, factory representatives, and customers to resolve issues and ensure accuracy
Utilize multiple enterprise systems to process orders, invoices, credits, and equipment records
Ensure data accuracy across systems and resolve discrepancies as needed
Provide general administrative support including documentation, reporting, and departmental coordination