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Project Sales AdministratorHoffman- • New York, New York, United States
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Project Sales Administrator

Hoffman-
  • US
    New York, New York, United States
  • US
    New York, New York, United States
Apply Now

About

Position Purpose The Project Sales Administrator will perform administrative duties for sales team and company leadership, with the primary goal of this position being to ensure that administrative operations run smoothly. The Project Sales Administrator’s main duties include order entry, management of ship dates and schedules, project document control and general clerical duties. To be successful in this role, this individual should be exceptionally organized, professional, proactive, and communicate effectively. Our ideal candidate also has previous experience in a similar role and is familiar with office management technologies.
Employment at Will Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.
Duties and Responsibilities
Convert approved quotes to orders, verifying pricing, shipping locations and customer details. Process any change orders to existing open orders.
Review vendor acknowledgements for accuracy once orders have been confirmed
Monitor order status for equipment and follow up with vendors to ensure scheduled ship dates are met
Proactively communicate changes in delivery dates including delays or advanced shipments
Serve as a point of contact for customers regarding lead times, ship dates, order status and documentation
Prepare and maintain organized project documentation including submittals, O&M manuals, field service reports, etc.
Assist sales personnel in emailing prepared bids to customers.
Run and distribute routine reports to sales personnel and management
Organize and schedule meetings, appointments, and training classes
Respond promptly to management queries
Suggest more efficient ways to run the office and troubleshoot any malfunctions
Develop and submit expense reports for management and key sales personnel
Use various software to complete tasks, such as MS Word, Excel, PowerPoint, Outlook, Teams, and PDF editors such as Bluebeam and Adobe
Provide general administrative support and any other duties as assigned
Submit Warranty and Return jotforms and tracking/follow up
Fix invoicing issues by working with Accounting
Account setup and credit app process tracking
Position Requirements
College Associate’s degree or higher preferred but not required.
2-3 years proven professional experience as a Sales Admin or other relevant role
Experience with CRM/ERP systems preferred
Ability to read basic construction plans is a plus
Experience in event planning preferred but not required
Proficient with Microsoft Office and PDF editors
Experience using online calendars and cloud systems
Strong customer service skills, with the desire to go above and beyond for both internal and external customers
Strong verbal and written communication skills (via phone, email and in-person)
Experience exercising discretion and confidentiality with sensitive company information
Excellent organizational skills with an ability to think proactively and prioritize work
Physical Demands
Standing: Frequently
Walking: Frequently
Sitting: Frequently
Handling/Fingering: Frequently
Bending: Frequently
Pushing/Pulling 12 lbs. or less: Frequently
Lifting/Carrying 10 lbs. or less: Frequently
Lifting/Carrying 11-20 lbs.: Occasionally
Reaching Outward: Occasionally
Reaching Above Shoulder: Occasionally
Squatting/Kneeling: Occasionally
This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Hydronics.
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  • New York, New York, United States

Languages

  • English
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