Sales Admin Coordinator I

Gregory Poole Equipment Company; Hanahan (SC); On-site; USD 42,000 - 60,000; Full time

Job summary

Gregory Poole Equipment Company is seeking a Sales Admin Coordinator to support the full lifecycle of equipment sales, rentals, and leases across multiple product lines.

You will process orders, invoice, reconcile accounts, and coordinate with Sales, Accounting, Finance, Service, and vendors to ensure timely and accurate transactions.

This role requires 0-3+ years in sales or admin support, an Associates degree or higher, and strong proficiency with ERP systems and MS Office.

Qualifications

• 0–3+ years of sales or admin support experience.
• Associate degree in related field or higher.
• Experience with sales orders, invoicing, or billing preferred.

Responsibilities

• Process and invoice new, used, rental, and transferred equipment transactions.
• Prepare sales orders and verify pricing, costs, and details.
• Apply charges, credits and adjustments including delivery and warranties.
• Generate and distribute invoices to customers and internal stakeholders.
• Assist with purchase orders and billing requests.
• Coordinate ordering, tracking and inventory of equipment and assets.
• Maintain equipment records and databases across systems.
• Support lease, rental and lifecycle management activities.
• Prepare financial reports and reconciliation schedules.
• Collaborate with Sales, Accounting, Finance, Service and suppliers.

Skills

Sales coordination

Communication

Data entry

Customer service

Time management

Education

Associate's degree in related field

Bachelor's degree in business or related field

Equivalent education/experience

Tools

ERP Systems

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

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; bachelor's 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.

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.