Sales Administrator

Aston Carter•East Longmeadow, MA

1d•$24 - $27•Onsite

About The Position

The Sales Administrator supports the sales and finance teams by coordinating the administrative, financial, and documentation activities associated with equipment and attachment sales. Reporting to the Chief Financial Officer, this role processes sales orders and invoices, maintains accurate transaction and equipment records, coordinates financing and registration paperwork, supports customer requests, and communicates effectively with internal departments and external financing partners. The ideal candidate works proactively, manages multiple priorities with ease, and is committed to ensuring every sales transaction is completed accurately and efficiently.

Requirements

Demonstrated attention to detail and strong accuracy in reviewing and processing sales orders, invoices, and equipment records.
Experience with invoicing, sales order entry, order processing, and general sales support activities.
Ability to manage financing documentation and sales-related paperwork, including lender and cooperative purchasing program requirements.
Understanding of cost accruals, trade receipts, and transaction records associated with equipment sales.
Ability to confirm that required purchasing and delivery documents have been received and properly recorded.
Strong organizational and time-management skills, with the ability to prioritize multiple responsibilities and deadlines.
Exceptional attention to detail when maintaining customer, ownership, registration, warranty, and delivery records.
Ability to work proactively and identify missing or inaccurate information in documentation and systems.
Professional written and verbal communication skills for interacting with customers, lenders, and internal teams.
Ability to coordinate effectively with customers, lenders, purchasing, warranty, finance, and sales teams.
Strong problem-solving skills and a self-motivated working style.
Proficiency with the Microsoft Office Suite

Nice To Haves

Experience maintaining detailed administrative records related to equipment ownership, registration, warranties, and deliveries.
Experience in customer service, data entry, order entry, sales operations, account management, or administrative support.
Experience with Extend and familiarity with Power BI are beneficial and may support reporting and data analysis.
Comfort working in a fast-growing organization with evolving processes and opportunities for long-term career growth.
Self-motivated, proactive approach to work, with a strong sense of ownership over tasks and responsibilities.

Responsibilities

Process sales orders and issue accurate customer invoices for equipment and attachment sales.
Review equipment and attachment records to ensure all information is complete, accurate, and properly documented.
Link relevant records in internal systems as required to maintain clear and consistent transaction history.
Coordinate with the purchasing team to confirm that all required purchasing and delivery documents have been received and properly recorded.
Help ensure that cost-of-sales accruals are appropriately accounted for in coordination with the finance team.
Coordinate financing documentation associated with equipment sales, working closely with external lenders and internal stakeholders.
Communicate extended-warranty details and equipment program information to the appropriate internal departments.
Receive, organize, and maintain delivery documentation and customer packets, including registration and equipment-program information.
Complete required registration paperwork for equipment, trailers, loaders, excavators, and other applicable products.
Prepare delivery paperwork for equipment and attachments being moved or delivered to customers or other locations.
Record trade-in equipment associated with sales transactions and ensure related documentation is complete.
Assist customers with documentation and other requests related to purchased equipment, providing professional and timely support.
Complete required invoicing through cooperative purchasing programs and ensure compliance with program requirements.
Prepare routine equipment sales and retail reports to support sales and management decision-making.
Add purchased equipment to customer ownership records and maintain accurate customer and asset information.
Maintain customer survey call lists and other assigned records to support ongoing customer engagement and feedback initiatives.
Serve as a primary contact for lender audits, providing documentation and information as requested.
Provide backup support for customer and supplier account setup when needed.
Provide backup telephone coverage to support the broader team and ensure responsive customer service.
Perform additional duties as assigned by management to support sales, finance, and administrative operations.