Sales Administrator

Interstate PowerSystems; Northern (KY); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Competitive compensation

401(k) with company match

Paid time off starting day one

Paid holidays

Company-paid life insurance

Disability insurance (short/long-term)

Employee assistance program

Tuition reimbursement & professional开发

Pet insurance

Employee discounts

Job summary

Interstate Companies Inc is seeking a Sales Administrator to provide high-quality administrative and operational support for the sales team. This role handles orders from setup through invoicing and coordinates purchasing, receiving, logistics, inventory control, and customer service.

The position emphasizes accuracy, timely communication with vendors and customers, and the ability to manage multiple orders in a fast-paced environment.

Qualifications

• 2+ years of experience in sales order administration, receiving, inventory control, logistics coordination, purchasing, warehouse administration, or supply chain operations.
• Experience processing purchase orders, receiving transactions, sales orders, and related documentation.
• Experience with inventory management, ERP, warehouse management, or comparable business systems.
• Knowledge of freight, LTL shipments, carrier tracking, inbound and outbound logistics, and drop-ship processes.
• Accounts-payable experience, including invoice matching and discrepancy resolution, is a strong plus.
• Experience in manufacturing, heavy equipment, truck, transportation, power generation, or industrial environments is preferred.
• Working knowledge of basic accounting and sales order cycles.

Responsibilities

• Order Administration: Set up and record sales orders using project checklists and logs.
• Purchasing and Receiving: Prepare and submit purchase orders, process receiving, verify quantities and docs.
• Project Logistics: Coordinate shipments with vendors, customers, carriers, and branch staff; track freight and drop-ship processes.
• Inventory Control: Forecast needs, reconcile records, and support annual physical inventory.
• Cost Analysis, AP, Invoicing: Match PO, receiving, and invoices; resolve discrepancies before shipment and close.
• Service and General Support: Share PO information and assist with special projects.

Skills

Organizational skills

Attention to detail

Communication

Multitasking

Teamwork

Tools

Microsoft Office

Excel

Outlook

Adobe Acrobat Pro

ERP software

Job description

Career Opportunities with Interstate Companies Inc

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Careers At Interstate Companies Inc

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Current job opportunities are posted here as they become available.

Interstate Companies, Inc. is a dynamic organization that provides rewarding careers across its corporate office and operating units, including Interstate Energy Systems. Interstate Energy Systems is a distributor for Rolls-Royce Power Solutions, MTU Onsite Energy generators, and related systems.

Position Overview

The Sales Administrator provides high-quality administrative and operational support for the sales team. This role processes, coordinates, and documents each sales order from beginning to end while supporting purchasing, receiving, logistics, inventory control, invoice reconciliation, and customer service.

Key Responsibilities

• Order Administration: Follow standard procedures to set up and record sales orders. Use project checklists, sales logs, and business systems to track order requirements, components, priorities, and expected delivery dates.
• Purchasing and Receiving: Prepare and submit purchase orders, process receiving transactions, verify quantities and documentation, and maintain accurate purchasing and receiving records.
• Project Logistics: Coordinate inbound and outbound shipments with vendors, customers, sales representatives, carriers, and branch personnel. Track freight and LTL shipments, support drop-ship processes, and help ensure timely delivery and appropriate freight costs.
• Inventory Control: Forecast inventory needs based on outstanding orders, reconcile physical and electronic inventory records, investigate discrepancies, and support the annual physical inventory count.
• Cost Analysis, Accounts Payable, and Invoicing: Match purchase orders, receiving records, and vendor invoices. Research and resolve pricing, shipping, inventory, and invoice discrepancies before shipment, invoicing, and period close.
• Service and General Support: Create and distribute purchase order information to internal or external service personnel and assist with special projects or other administrative needs.

Preferred Experience

• 2+ years of experience in sales order administration, receiving, inventory control, logistics coordination, purchasing, warehouse administration, or supply chain operations.
• Experience processing purchase orders, receiving transactions, sales orders, and related documentation.
• Experience with inventory management, ERP, warehouse management, or comparable business systems.
• Knowledge of freight, LTL shipments, carrier tracking, inbound and outbound logistics, and drop-ship processes.
• Accounts-payable experience, including invoice matching and discrepancy resolution, is a strong plus.
• Experience in manufacturing, heavy equipment, truck, transportation, power generation, or industrial environments is preferred.
• Working knowledge of basic accounting and sales order cycles.

Skills and Competencies

• Strong organizational and administrative skills with the ability to prioritize daily tasks and meet deadlines.
• Excellent attention to detail, documentation quality, and data accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Clear written and verbal communication with vendors, customers, branch personnel, sales representatives, and internal teams.
• Proficiency with Microsoft Office, particularly Excel and Outlook, along with familiarity with Adobe Acrobat Pro and internet-based tools.
• Ability to analyze and resolve shipping, inventory, purchasing, cost, and invoice discrepancies.
• Customer-service mindset with strong analytical and proactive problem-solving abilities.
• Team-oriented work ethic and willingness to support others.

What Success Looks Like

Accurate order records, coordinated shipments, reliable inventory data, timely discrepancy resolution, and responsive support for customers and internal teams.

Why Join Interstate Companies?

• Competitive Compensation
• 401(k) with Company Match
• Paid Time Off Starting Day One
• Paid Holidays
• Company-Paid Life Insurance
• Company-Paid Short-Term & Long-Term Disability
• Employee Assistance Program
• Tuition Reimbursement & Professional Development Opportunities
• Pet Insurance
• Employee Discounts

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Interstate Companies is an Equal Opportunity Employer, and we encourage all qualified and interested people to apply for this position by submitting a resume for consideration.