SALES ADMINISTRATOR

RESPONSIBILITIES

Sales Administration:

• Quotes & Orders: Process and manage sales orders and quotes accurately in Microsoft D365 CE and F&O. Support the sales team with internal and external paperwork. Coordinate with Operations, Finance, and IT to ensure proper order processing from intake to delivery.
• Data Analysis: Track, analyze, and report on sales data, including quotes and orders. Assist with monthly KPI reporting and ad hoc requests from VP(s) of Sales. Work closely with the Business Development Manager and IT to facilitate data retrieval for reporting.
• Records & Audits: Assist with internal and external audits, non-financial reporting, and testing. Maintain sales quote and order records, ensure compliance with reporting requirements, and internal and external auditors. Facilitate requests for authorized third parties, as needed.
• Employee Support: Explain company sales policies and support the sales team including direct and indirect reports to the VP(s) of Sales, ensuring employees understand their options and requirements.
• Branch Office Support: Support the NLB branch managers and admins as needed.
• Schedules: Manage VP(s) of Sales schedules, including meetings, appointments, and travel arrangements.
• Communication: Handle all forms of communication, such as emails, phone calls, and mail on behalf of VP(s) of Sales with strict confidentiality and professionalism.

Administration – General:

• Front Desk & Reception Support: Provide rotational coverage for the front desk and phones (~1.5–2 hours per week) and serve as backup for the receptionist as needed. Manage the schedule of all front desk coverage using a rotational group of supporting employees.
• Executive support: Support the officers as needed, including on scheduling and special projects.
• Support & Communication: Respond to internal and external inquiries accurately and timely, collaborating with other departments when necessary. Maintain a professional and friendly work environment.
• Records & Compliance: Organize and file all supporting sales orders, quotes, and approvals documentation, ensuring compliance with NLB policies, including Law 262 (internal controls). Assist in internal audits.
• Collaboration & Problem-Solving: Work closely with other departments, contributing to process improvements and creative solutions for internal employee and external customer needs.
• Process Improvement & Change Management: Participate in continuous improvement initiatives and policy enhancements to increase efficiency and organizational value.
• Project Tracking & Deadlines: Maintain a calendar for deadlines, ensuring timely completion of tasks, or escalation to upper management if any issues.
• Other Duties: Perform additional sales-related tasks as assigned to support departmental and organizational needs.

EDUCATION/EXPERIENCE

A well-qualified candidate for this position must have a minimum of 5 years of experience in a Sales administrative related role that included processing of sales quotes and orders an ERP - preferably in a job shop or other manufacturing environment. Ideally, experience should have been gained in companies with 200-300 employees and branch locations in more than 5 states. Basic sales process knowledge and understanding of internal controls (confidentiality, GL coding, 4-eyes controls, and controls around order approvals). Ideally, background will include:

• Bachelor’s Degree in a related field or 5 years related experience in administration including processing sales orders and quotes in an ERP required.
• Experience in Microsoft D365 CE and F&O preferred.
• Ability and desire to interact with employees at all levels including operations, administration, executives, and branches.
• Strong focus on the quality of our employee and customer relationships
• Experience with Sales Quote to Order systems required.
• Possess excellent computer skills with Microsoft Excel, Word, PowerPoint, and Outlook.
• Understanding of Cloud based systems including SharePoint and OneDrive.
• Ability to perform computations and basic math with reasonable speed and accuracy.
• Familiarity with administrative practices, office procedures, and copier equipment.
• Confidentiality is required.
• Other duties as assigned.

SKILLS & ABILITIES

• Exceptional commitment to ethical standards
• Self-starter, highly motivated, requiring minimal direct supervision
• Strong communication and solid decision-making skills
• Ability to determine the appropriate level of urgency to address critical issues
• Ability to prioritize tasks and manage time effectively
• Solid analytical skills
• Strong organizational and detail-oriented skills
• Excellent written, verbal skills, along with the ability to communicate professionally with people at all levels of the organization and external contacts
• Possess excellent computer skills.

PHYSICAL DEMANDS

Other Physical Requirements

Vision (Near, Distance, Color, Peripheral, Depth Perception)

Ability to wear Personal Protective Equipment (PPE) (Eye Protection, Hearing Protection, steel toe shoe protection)

WORK ENVIRONMENT

The employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually quiet.