Sales Administrator

Interstate Power Systems; Town of Butler (WI); On-site; USD 42,000 - 60,000; Full time

Job summary

Interstate Power Systems in Wisconsin is seeking a Sales Administrator to provide high-quality administrative support for the sales team. This role processes, coordinates, and documents each sales order from start to finish while supporting purchasing, receiving, logistics, inventory control, and invoicing.

You will work closely with vendors, customers, and internal teams to track orders, manage freight, and ensure accurate records.

Qualifications

• Experience handling sales orders end-to-end and related documentation.
• Familiarity with purchasing, receiving, and inventory control processes.
• Knowledge of ERP/workflow systems and freight/logistics basics.

Responsibilities

• Order Administration: Set up and record sales orders using logs and systems to track requirements and delivery dates.
• Purchasing and Receiving: Prepare and submit purchase orders, verify receiving documentation, maintain records.
• Project Logistics: Coordinate shipments, track freight, and support drop-ship processes.
• Inventory Control: Forecast needs, reconcile inventories, and assist annual counts.
• Cost Analysis, AP, and Invoicing: Match POs, receiving, and invoices; resolve discrepancies.
• Service and General Support: Share PO info with service personnel and assist with special projects.

Skills

Sales order administration

Receiving

Inventory control

Logistics coordination

Purchasing

Warehouse administration

ERP

Freight knowledge

Accounts payable

Invoicing

Tools

ERP systems

Job description

JOB REQUIREMENTS: Sales Administrator Company Overview 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.