Administrator - Sales

Noel Group; Fresno (CA); Sur place; USD 42 000 - 54 000; Plein temps

Résumé du poste

Noel Group in Fresno is hiring an Administrator - Sales to join our Administrative and Service Depts. The role handles boiler sales data, order processing, credit approvals, vendor coordination, invoicing, and project management from start to finish.

You will work in a fast-paced environment, set up jobs, track progress, and ensure accurate documentation and timely billing. Strong computer, communication, and teamwork skills are essential.

Qualifications

• 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 changing priorities.
• Excellent attendance and promptness a must.

Responsabilités

• Processing and managing Boiler Sales Jobs: Booking the job, reviewing documents, credit approval, PO review, vendor orders, shipment tracking, invoicing, billing, and related tasks.
• Obtain paperwork from salesman and book the job with matching PO/quote references.
• Review customer PO for issues needing clarification.
• Monitor commissions for large orders and coordinate with clients and vendors.
• Credit approval and project tracking in Netsuite and Project Controller.
• Create invoices and job files; ensure all documents are uploaded and reviewed.

Connaissances

Verbal communication

Written communication

Interpersonal skills

Clerical functions

Multitasking

Punctual attendance

Formation

High School Diploma

Associates Degree or higher

Outils

Word

Excel

Administrative software

Description du poste

Description

Position: Administrator - Sales

Classification: FULL-TIME/NON-EXEMPT

Location: Fresno

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 Fresno 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. 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 Netsuite?
• Open Job in Project Controller
• Enter Budget in Project Controller using the job estimate worksheet.
• 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 Netsuite.
• 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.

Requirements

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.