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; bachelors 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.
Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.