Sales Administrator-Marine Autonomy

Sea Machines•Boston, MA

About The Position

Sea Machines is seeking a Boston-based Sales Administrator to support the capacity and performance of its global Sales and Business Development team. The role focuses on order coordination, CRM management, customer communications, and coordination of commercial processes. The company develops autonomous technology for unmanned vessels, helping ships and workboats operate autonomously and remotely while improving crew safety and operator productivity. The Sales Administrator provides administrative and operational support across sales activities, maintains accurate CRM and commercial records, coordinates quotations, orders, and agreements, and assists with customer and partner coordination. The role also supports reporting, process improvement, customer onboarding, and commercial handoffs across internal departments and international sales activities.

Requirements

U.S. citizenship.
2–4 years of experience in sales administration, sales coordination, commercial operations, or a related role.
Strong organizational skills and attention to detail.
Proficiency with Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
Experience working with CRM systems.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines.
Demonstrated ability to work independently and coordinate across departments.
Strong document management and administrative skills.

Nice To Haves

Experience supporting international sales operations.
Familiarity with government contracting, defense procurement, or industrial technology sales.
Experience preparing commercial quotations, proposals, and purchase order documentation.
Experience with CRM systems and sales reporting tools.
Familiarity with the marine industry, robotics, autonomy, or other technical industries.
Experience supporting geographically distributed teams.

Responsibilities

Provide daily administrative support to the global Sales and Business Development team.
Maintain customer application records and order databases.
Coordinate internal approvals for quotations, pricing, and commercial documentation.
Track outstanding quotations, customer inquiries, and administrative deliverables.
Assist with scheduling customer meetings, demonstrations, and other sales activities.
Coordinate with Finance, Operations, Engineering, and Customer Success to facilitate sales activities.
Monitor CRM data quality and identify missing or outdated information.
Maintain accurate, current customer, opportunity, and sales activity records.
Support sales personnel in maintaining opportunity stages, expected close dates, quotations, and customer information.
Prepare routine sales reports, pipeline summaries, and activity reports for management.
Maintain organized records of customer communications, proposals, commercial agreements, executed agreements, quotations, and customer purchase orders.
Coordinate administrative requirements for customer onboarding and vendor registration.
Support contract transitions to Finance, Operations, and Program Management.
Track commercial documentation requirements and outstanding customer deliverables.
Assist with documentation for international transactions and government processes.
Maintain current contact information and records for customers and partners.
Support preparation of customer presentations, meeting materials, and follow-up documentation.
Assist with coordinating international sales activities across different time zones.
Support customer onboarding and commercial handoff processes.
Identify opportunities to improve administrative efficiency and standardize sales processes.
Maintain organized sales documentation, shared folders, and commercial records.
Support the development and implementation of sales administration procedures.
Assist with tracking sales performance metrics and administrative KPIs.
Support preparation of materials for management reviews, business planning, and sales meetings.