Sales Admin Coordinator I

Primary Function
The Sales Admin Coordinator is responsible for supporting the full lifecycle of equipment sales, rentals, and lease transactions across multiple product lines, including construction equipment, lift trucks, attachments, trailers, and related accessories. This role ensures accurate processing, invoicing, financial reconciliation, and operational coordination while partnering closely with Sales, Accounting, Finance, Service, and external vendors to support timely and compliant completion of transactions.
Essential Duties
Sales Processing, Billing & Invoicing

Process and invoice new, used, rental, and transferred equipment transactions across multiple product lines
Prepare sales orders, review documentation, and ensure accuracy of pricing, costs, and transaction details
Apply appropriate charges, credits, and adjustments including delivery, warranties, rental purchase options, and miscellaneous fees
Generate and distribute invoices to customers and internal stakeholders
Assist with purchase orders and miscellaneous billing requests

Equipment & Inventory Coordination

Coordinate ordering, tracking, and inventory of equipment, attachments, and related assets
Maintain accurate equipment records and databases across internal systems
Partner with Sales Representatives to ensure order accuracy and status communication
Support transfers of equipment between locations or external dealers as needed

Lease, Rental & Lifecycle Management

Support rental and lease billing including contract setup, ongoing billing, credits, and lease-end processing
Coordinate lease end activities including customer notifications, repairs, logistics, and equipment pickup arrangements
Work with Service and Sales teams to ensure timely completion of repair and refurbishment requirements
Ensure proper documentation and financial closure of lease and rental transactions

Financial Reporting, Reconciliation & Compliance

Prepare and maintain financial reports including commissions, credits, accruals, and reconciliation schedules
Validate vendor invoices, request credits, and ensure proper allocation of costs and funds
Support audit processes by providing documentation, journal entry support, and transaction research
Maintain compliance with tax requirements, customer documentation, and financial controls

Cross-Functional Coordination

Collaborate with Sales, Accounting, Finance, Service, Credit, Tax, and Warranty departments to support end-to-end transaction processing
Serve as a key point of contact for internal and external stakeholders regarding sales and equipment transactions
Communicate effectively with vendors, factory representatives, and customers to resolve issues and ensure accuracy

Systems & Administrative Support

Utilize multiple enterprise systems to process orders, invoices, credits, and equipment records
Ensure data accuracy across systems and resolve discrepancies as needed
Provide general administrative support including documentation, reporting, and departmental coordination

Minimum Requirements
Education:
Associate’s degree in related field; bachelor's degree in business or a related field preferred, or equivalent combination of education and relevant work experience.
Work Experience:

0-3+ years' experience in sales or admin support roles.

Physical:

Ability to work at a computer for extended periods.
Ability to communicate clearly and professionally in person, by phone, and via email.

Other:

Sales order processing, invoicing, or billing experience preferred.
Customer service and internal coordination experience preferred.
Basic accounting or data entry functions experience preferred.
Demonstrated experience with computer-based systems and applications.
Proficiency with standard PC software, including Microsoft Office (Excel, Word, Outlook). Solid understanding of ERP Systems.

This job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.