Commercial Sales Operations Coordinator

ADP, Inc.; City of Albany (NY); Sur place; USD 39 000 - 44 000; Plein temps

Résumé du poste

ADP, Inc. in Albany, NY is seeking a Full Time Clerical Administrator to support the NY Marine & Ports commercial sales team. You will manage the contract life cycle, onboarding paperwork, and keep commercial records up to date so the sales team can focus on customers.

Additionally, you will ensure information flows to Operations and Finance, maintain contract details, and support a busy sales environment with strong organization and attention to detail.

Qualifications

• High school diploma or equivalent.
• 2+ years in administrative, contract administration, sales support, paralegal or operations support.
• Proficient in Microsoft Excel and Microsoft 365.
• Experience managing documents in shared or cloud-based environments.

Responsabilités

• Track every commercial contract from request and draft through signature, execution, renewal, and expiration.
• Prepare contracts, quotes, and amendments for signature, confirming correct customer, terms, rates, and attachments before sending.
• Build and send DocuSign envelopes, manage signing order, and follow up on outstanding signatures.
• Monitor upcoming renewals and expirations and alert the sales team in advance.
• Flag missing information, non-standard terms, or approval gaps before documents go out.
• Coordinate with the legal team for contracts that have been escalated to legal review.
• Coordinate with Accounts Receivable to collect onboarding paperwork for new commercial customers, such as account applications, credit documents, W-9s, and certificates of insurance.
• Follow up on incomplete or expired onboarding documents.
• Coordinate with Accounts Receivable to ensure new customer information is complete and passed to Finance before work or billing begins.
• Save contracts and supporting documents to the correct shared locations (e.g., SharePoint) using standard naming conventions and folder structures.
• Enter and maintain contract, customer, and pipeline data in the commercial team’s custom tool, keeping it accurate and consistent with signed documents.
• Maintain Excel trackers and prepare status summaries for the commercial team and leadership.
• Monitor commercial team calendars and meetings, helping schedule customer and internal meetings.
• Prepare meeting materials, capture key notes and action items, and follow up on open items.
• Serve as the link between the commercial department and Operations and Finance, making sure each has the contracts, customer details, and updates they need.
• Communicate newly executed contracts, changes, and key dates to the right teams promptly.
• Help document and improve commercial administrative processes and checklists.
• Perform other administrative duties as assigned.

Connaissances

Administrative experience

Organization skills

Formation

High school diploma or equivalent

Associate’s or Bachelor’s degree preferred

Outils

Microsoft Excel

Microsoft 365

DocuSign or similar e-signature platforms

Description du poste

ADP, Inc. in Albany, NY is seeking a Full Time Clerical Administrator to support the NY Marine & Ports commercial sales team. You will manage the contract life cycle, onboarding paperwork, and keep commercial records up to date so the sales team can focus on customers.

Additionally, you will ensure information flows to Operations and Finance, maintain contract details, and support a busy sales environment with strong organization and attention to detail.