Sales Support Administrator

Summary of Primary Functions: 

This position handles administrative support and invoicing within the Dobbs Equipment, Sales & Rental Department. This person interacts with branch personnel and others as needed to expedite information as required in the sales & rental process. This job description does not include a complete listing of all the duties and functions of the position.  Management reserves the right to assign other duties or projects as necessary.

Essential Functions and Responsibilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. (Other duties may be assigned) 

• Performs all necessary functions to expedite rental request processing and billing
• Maintains customer insurance files and provides notification if coverage has expired or is not adequate
• Issues off-rent and other billing credits as approved by Vice President – Corporate Sales and Marketing
• Updates equipment status information in JD system as required
• Maintains discount and finance bulletins on the Dobbs Equipment Intranet website
• Process Letters of Acceptance for JDF Financial transactions
• Approve whole good documents for cash and COD deals
  • Analyze sale price of the whole good cost worksheet and sale document for accuracy
  • Purchase of extended warranty of whole-goods sales, John Deere and Allied machines sales
  • Process whole good settlement through dealer net
  • Posting of accruals for cost of goods sold prior to invoicing
• Assist with placing finance deals and ordering of documents
  • Transactions into CERES as Sales Finance Rep may deem necessary
  • Provides assistance for month-end volumes, absences or general support
• Creation of Performa files for financing transactions
  • Set up of customer finance transaction file
  • Scan financing files into performs
  • Distribution of signed deals to accounting departments
• Responsible for UPS for distribution of financing transactions to finance institutions
• Responsible for UCC Documents
  • Filed UCC-1 with SOS on all machine and rental sales
  • Performs and reviews of UCC lien search requests from branches
  • Follows up with branches to acquire lien releases
  • Prepares bill of sale as needed for finance transactions
• Completion of calculation sheets for JDF deals
• Department of Motor Vehicle Experience a plus
• All employees are expected to adhere to the safety policies of Dobbs Equipment and the clients for whom we work.
• Following the safety policies of Dobbs is a condition of employment and is everyone’s responsibility.

Qualifications: The requirements listed below are representative of the knowledge, skill, and/or ability required. 

• Invoicing experience
• Accounting experience
• Billing experience
• Customer Service experience

Education, Skill, and/or Experience Requirements:

• High school diploma required. 
• 1 or more years’ experience in a high-volume billing environment preferably involving heavy equipment. 
• Organization skills must be highly developed. 
• Computer skills need to be broad based and proficient. 
• Expert knowledge of Microsoft Office tools a must.

Reasoning Ability:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, and outside weather conditions.  The noise level in the work environment is usually quiet.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

We’re an Equal Employment Opportunity and Affirmative Action Employer

Dobbs Equipment is an Equal Employment Opportunity (EEO) and Affirmative Action employer. We are committed to providing an environment free of discrimination, harassment, and retaliation both for our employees and applicants. We make all employment related decisions on the basis of an individual’s qualifications and job performance. We recruit, hire, promote, train, transfer, and make compensation decisions without regard to race, religion, color, creed, national origin, ancestry or citizenship status, sex, sexual orientation, gender, genetic information, marital status, pregnancy status, age, disability, protected veteran status, or any other characteristic protected by federal, state or local law.

Notice to Applicants: We participate in E-Verify in the United States.

Drug Free and Alcohol-Free Workplace Notice.

Dobbs Equipment is an Equal Opportunity and At-Will Employer.