Administrator - Sales

Position:  Administrator - Sales

Classification:  FULL-TIME/NON-EXEMPT  

Location:   Modesto

Reports To:    Administration Manager

The Administrator- Boiler Sales will need to have extremely strong computer skills, great communication skills and a team player to work within our Administrative and Service Depts. This position will be based in our Modesto office and will be responsible for compiling data, project managing boiler sales jobs from starting to end, by setting up jobs, obtaining credit approval, ordering equipment and accessories, working with our principals and other vendors on order tracking, preparing invoices, and performing billing functions in addition to other administrative tasks for Santa Fe Springs and Inland Empire locations as needed. Employees must be able to work in a fast-paced environment and handle multiple tasks efficiently.

• Processing and managing Boiler Sales Jobs. Booking the job; review the order documents; credit approval; review customer’s PO; place orders with vendors; shipment tracking; making shipping arrangements; vendor invoice approvals; billing customer; pre-liens; collections; operation and maintenance manuals; startups; warranties; close jobs.
• Obtain all necessary paperwork from salesman and book the job: Copy of customer’s purchase order; RFM quote number from CRM; Job Estimate Worksheet; RFM quote to customer, any vendor quotes. PO/Quote/Excel worksheet must all match.
• Review customer’s PO for any issues that may need to be clarified.
• Monitor commission jobs. Is this a Cleaver Brooks order over $250K? If so, we would prefer the customer to issue their purchase order to Cleaver Brooks c/o R.F. MacDonald, Cleaver Brooks will bill the customer and we will receive a commission check after the customer pays Cleaver Brooks. Cleaver Brooks assumes all the risk and liability for commission orders.
• Credit Approval
• Is Customer and/or jobsite in Dynamics?
• Open Job in Project Controller
• Enter Budget in Project Controller using the job estimate worksheet.
• Convert CRM quote to an order in CRM.
• Issue purchase order to vendor to place the order (make sure you know if order is for submittal approval or should it be released)
• Create invoice draft – do you need to invoice for a deposit? Jobs over $250K should have progress payments.
• Create Job File and upload ALL documents in CRM.
• Get customer’s purchase order reviewed and acknowledged by contract team.
• Get order acknowledgements back from vendors to ensure order has been entered and get your ship dates.
• Month End Reports

Purchasing – once credit is approved for an order, prepare the purchase order(s) to vendor(s) and email to vendor with appropriate order forms or vendors quote. Whenever possible, have your purchase order reference an attached quote so you don’t have to list all items line for line on the purchase order.

Required Education and Experience:

• High School Diploma required; Associates Degree or higher desired.
• Ability to perform diversified clerical functions and administrative procedures.
• Excellent verbal and written communication skills.
• Proficient computer skills - Word, Excel and administrative software systems.
• Strong interpersonal skills.
• Ability to understand and follow written and verbal instructions.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Excellent attendance and promptness a must.