Our client is seeking a highly organized and customer-focused Sales Support Administrator to support our growing specialty equipment business. This position plays a critical role in assisting the sales team, coordinating transactions, managing customer communications, executing on CRM accuracy and tracking, and ensuring a seamless experience from quote to invoice.
The ideal candidate thrives in a fast-paced environment, demonstrates exceptional attention to detail, and enjoys working collaboratively with customers, sales representatives, and operations teams.
This role will report directly to the Chief Commercial Officer of VTE and will be based in Phoenix, Arizona. It is high visibility with the opportunity to grow.
This is an onsite position working directly with the GM and sales team
Key Responsibilities
Sales Administration
• Work directly with Sales team and customers to fullfill orders. Process quotes, contracts, extensions, exchanges, and returns.
• Ensure agreements, certificates of insurance, and supporting documentation are complete and accurate.
• Coordinate deliveries, pickups, and transportation logistics.
• Maintain customer records and documentation within company systems.
• Assist with rental billing, dispute resolution, and contract reconciliation.
Sales Support
• Provide administrative support to Sales Representatives and management.
• Follow up on open quotes and expiring sales contracts.
• Track opportunities and maintain CRM records.
• Generate sales reports, utilization reports, and other performance metrics.
Customer Service
• Serve as a primary point of contact for customers.
• Respond promptly to customer inquiries regarding equipment availability, pricing, and contract terms.
• Coordinate customer requests for service, maintenance, and transportation needs.
• Manage Accounts Payable and Accounts Receivable administration, as needed.
• Resolve issues professionally and escalate concerns when necessary.
Fleet Coordination
• Monitor availability and utilization.
• Work closely with operations, shop personnel, and transportation providers to ensure equipment readiness.
• Coordinate equipment inspections, maintenance schedules, and service updates.
• Quarterback all activity related to the transaction with the customer, shop, transportation, sales team, and accounting.
Operational Support
• Maintain accurate inventory and asset records in CRM system (Salesforce), including asset creation, final sales records, and life cycle tracking.
• Invoicing of transactions using the CRM System (Salesforce).
Qualifications
Required
• 2+ years of experience in inside sales, customer service, equipment sales administration, or a related field.
• Strong computer skills including Microsoft Office Suite (Excel, Outlook, Word).
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Ability to work independently and prioritize competing demands.
• Experience with Salesforce preferred but other CRMs are OK.
• Knowledge of sales contracts, equipment utilization, and fleet operations.
Knowledge, Skills & Abilities
• Strong attention to detail and accuracy.
• Customer focused mindset with professional communication skills.
• Ability to solve problems and make sound decisions.
• Strong time management and organizational skills.
• Proficiency in data entry and reporting.
• Ability to collaborate effectively across sales, operations, service, and management teams.
