Senior Sales Admin Coordinator

Gregory Poole Equipment Company•Hanahan, SC

About The Position

The Senior Sales Admin Coordinator provides comprehensive administrative, operational, and financial support to the Used Equipment and/or Industrial Sales Departments. This role coordinates equipment ordering, inventory management, lease returns, invoicing, sales support, and accounting functions while ensuring accurate documentation, profitability, timely delivery, and a high-quality customer experience.

Requirements

Four-year degree in Business or related field; or two-year degree in Business or related field with 2 years specific experience; or high school diploma with 4 years specific work experience.
6 months- 4+ years related experience.
3+ years in Sales Admin Coordinator or similar role
Experience in Inventory Control, purchasing, accounting practices, invoicing, customer service, sales commissions, and data processing.
Ability to work for extended periods while sitting.
Strong verbal communication skills for clear interaction with customers by phone and in person.
Excellent customer relations skills are essential.
Intermediate to advanced skills in word processing, spreadsheet creation, and presentation development using MS Word, Excel and PowerPoint.
Ability to manage multiple tasks simultaneously.

Responsibilities

Equipment Ordering, Inventory & Procurement
Review and verify accuracy of sales and purchasing documentation; ensure financial viability and obtain appropriate approvals
Order lift trucks, used equipment, attachments, batteries, chargers, accessories, and specialty products as needed
Collaborate with vendors, factory personnel, and other dealers to source equipment and maintain a strong dealer network
Enter and maintain equipment orders and inventory records in company systems and CRM
Track order progress and maintain clear communication with sales reps, vendors, and internal departments regarding delivery expectations
Review Bills of Lading, coordinate tagging, troubleshoot shipping issues, and research delivery discrepancies
Maintain equipment availability lists and proper inventory levels
Coordinate branch transfers, demo requests, and transportation logistics; obtain proof of delivery and ensure delivery conditions are met
Sales Coordination & Customer Support
Work closely with sales representatives to ensure order accuracy and provide timely status updates
Respond to quote requests, obtain vendor costs and freight, calculate complete cost summaries, and prepare proposal templates
Maintain detailed and organized order files documenting each stage of the process
Communicate directly with customers regarding order status and delivery timelines
Coordinate with service departments to open and monitor work orders for inspections, installations, and pre-delivery preparation
Support miscellaneous sales and marketing activities as needed
Perform general administrative office duties including phone coverage, filing, scanning, and correspondence
Accounting, Invoicing & Financial Controls
Prepare and issue purchase orders with complete and accurate vendor details
Verify and approve vendor invoices within one business day; request missing invoices as necessary
Review all sales documentation prior to invoicing to ensure accuracy of pricing, credits, lease documentation, and tax status
Prepare and finalize customer invoices, ensuring alignment with quotes, purchase orders, and lease agreements
Verify tax exemption documentation and ensure proper sales tax handling
Maintain accurate equipment cost records including machines, attachments, freight, and internal costs
Verify net book values, ensure service calls are closed and invoiced, and journal internal freight costs
Record sales price, cost, and profit for each transaction
Lease End & Portfolio Management (depending on department structure)
Manage and monitor the Lease End Portfolio, including notification to sales representatives at 180, 90, and 45 days prior to expiration
Coordinate inspections, repairs, equipment pickups, and billing termination to ensure timely processing
Collaborate with financial institutions, HY Fleet, and national accounts on lease returns
Ensure lease return inventory does not remain at branches longer than necessary
Assist sales representatives with lease documentation and inspections
Notify branches when equipment is released and ensure proper documentation distribution
Coordinate with service departments to quote and complete required repairs
Reporting, Compliance & Cross-Functional Collaboration
Maintain complete, up-to-date order and inventory files accessible for team review
Review retail detail summaries and other required reporting documents
Collaborate with Parts, Service, Credit, Accounting, Warranty, Business Development, and Upper Management to ensure smooth operations
Maintain professional relationships with customers, vendors, factory personnel, and internal departments
Participate in meetings, training sessions, and team-building activities