Sales Administrator

Sales Administrator

Position Overview

Reporting to the VP of Sales, the Sales Administrator provides critical support to the sales team by managing administrative tasks, streamlining communication, and ensuring efficient coordination of sales activities. A key responsibility is maintaining and optimizing the CRM system, ensuring data accuracy, user adoption, and system enhancements to improve sales performance. The ideal candidate is highly organized, detail-oriented, and proficient in CRM tools, enabling the sales team to focus on business development and revenue growth.

Key Responsibilities

CRM System Management & Development

• Serve as the primary CRM administrator, managing system maintenance, updates, and improvements.
• Ensure data integrity by auditing and cleaning up records regularly.
• Develop and implement CRM workflows, automation, and dashboards for sales tracking and forecasting.
• Train and support sales team members in CRM best practices and troubleshoot system issues.
• Collaborate with IT or external vendors to integrate CRM with other business tools (email marketing, ERP, etc.).
• Generate and analyze CRM reports and sales pipeline data to support decision-making.

Sales Support & Administration

• Assist with quoting, documentation management, and customer record updates.
• Prepare and distribute sales reports, performance metrics, and customer activity updates.
• Coordinate with finance and operations to ensure seamless order fulfillment and handoff.
• Create and maintain centralized reference lists for sales and customer data.
• Complete and maintain customer qualification packets and portal updates.

Order Intake & Commission Management

• Manage the end-to-end order intake process, ensuring accuracy in reviewing won quotes vs. purchase orders (POs) and advocating for necessary corrections.
• Oversee monthly order intake reporting, tracking variances, key metrics, and collaborating with finance and sales teams for reconciliation.
• Administer sales commission tracking, ensuring accurate calculations, payouts, and resolution of discrepancies with sales and finance teams.

Customer Coordination

• Serve as a primary point of contact for customer inquiries, including account creation, task management, and quote entry in the CRM system.
• Assist in preparing and submitting bids, proposals, and sales-related documents.
• Provide general sales support as needed.

Sales Team Collaboration & Communication

• Schedule meetings, coordinate travel, and manage sales calendars.
• Prepare agendas, presentations, and reports for internal and external sales meetings.
• Work closely with the VP of Sales to align sales materials, campaigns, and customer outreach efforts.

Qualifications

Experience

• 3 years in a sales administration, inside sales, or CRM management role within a B2B, industrial, or manufacturing environment.
• Strong background in CRM system administration, reporting, and data management.
• Experience with industrial equipment, engineered solutions, or technical sales is preferred.

Knowledge

• Expertise in CRM platforms (Workbooks, Salesforce, HubSpot, Zoho, or similar), including configuration, reporting, and automation.
• Understanding of sales order processing, contract management, and customer relationship management.
• Basic knowledge of industrial markets (energy, power, petrochemical, pulp & paper, cement, etc.) is a plus.

Skills

• Strong analytical and problem-solving abilities related to CRM management and sales data.
• Excellent verbal and written communication skills, with a customer-focused mindset.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) and experience integrating CRM with other business tools.
• Detail-oriented with a proactive approach to improving sales efficiency and reporting.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to manage occasional travel for trade shows, customer meetings, or company events.