Sales Administrator

ASTRO PAK; United States; Remote; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Health Savings Account (HSA) and Flex…

401(k) retirement plan with employer 2

9 paid holidays

PTO and family leave

Job summary

Astro Pak, the nation's leading precision cleaning and passivation contractor, seeks a Sales Support Administrator to assist the Field Inside Sales team with organizing documents, verifying deal details, and coordinating with Contracts, Legal, Accounting, Billing, and Estimating.

You will handle order coordination, contract reviews, and billing readiness while ensuring accurate CRM records and professional communication with customers across multiple teams.

Qualifications

• 1–2 years of customer service experience.
• Practical inside sales experience, including deal processing, proposal support, or handling customer documentation.
• Experience assisting with contract review or redlining, with an understanding of PO and service contract processes.
• Ability to recognize and flag common contract terms and potential concerns for Contracts or Legal review.
• Working knowledge of CRM workflows and accurate recordkeeping, with the ability to learn new CRM and document management systems.
• Familiarity with billing setup requirements and the information needed to prepare invoices.
• Comfort using Microsoft Office and electronic documents, including Track Changes or comparable redlining tools.
• Strong attention to detail, organization, and follow-through, with the ability to manage competing priorities and coordinate across teams.
• Sound judgment, discretion with confidential information, and a professional, customer-focused approach to sensitive conversations.

Responsibilities

• Coordinate incoming orders and agreements; receive and track purchase orders, subcontracts, and service agreements, confirm receipt, identify missing information, and route documents for review.
• Verify deal details by cross-referencing customer information, scope, pricing, payment terms, and billing milestones against proposals and CRM records; resolve discrepancies with Inside Sales.
• Support contract reviews by comparing terms with approved templates, documenting proposed revisions, and assisting with limited negotiation within guidelines; escalate nonstandard terms.
• Prepare complete review packages by gathering proposals, scopes of work, exhibits, prior approvals, and relevant customer correspondence; coordinate with Estimating and scope reviews when needed.
• Communicate with customers and internal teams to request documentation, clarify requirements, discuss revisions, and provide status updates while handling sensitive conversations professionally.
• Coordinate billing readiness by providing Accounting and Billing with complete, validated information including billing contacts, invoice requirements, tax documents, milestones, and retention or lien needs when applicable.
• Keep records accurate by tracking submissions, revisions, approvals, and outstanding items; maintain CRM records and contract files.
• Improve day-to-day workflows by developing repeatable intake templates and checklists; identify opportunities to reduce rework and support Inside Sales.

Skills

Customer service

Deal processing

CRM knowledge

Attention to detail

Job description

Astro Pak is the nation's leading precision cleaning and passivation contractor specializing in on-site cleaning of high purity gas and fluid systems, as well as precision cleaning of components and hardware at the company’s Cleanroom facilities. Astro Pak provides services to over 15 sectors including: Data Centers, Biotechnology, Pharmaceutical, Aerospace, Semiconductor, and other selected Industrial markets. The company, founded in 1959, has performed on-site precision chemical cleaning in every State of the Union as well as several projects in Asia, Canada, continental Europe, England, Ireland and Mexico.

Help keep customer orders moving from receipt through contract review and billing readiness. As a Sales Support Administrator, you’ll support our Field Inside Sales team by organizing customer documents, checking deal details, and coordinating with Contracts, Legal, Accounting, Billing, and Estimating.

If you enjoy detailed work, solving problems, and helping teams stay organized, this role offers an opportunity to contribute across the sales process. You’ll report to Field Inside Sales leadership and receive training to provide additional Inside Sales support as needed.

What You’ll Do

• Coordinate incoming orders and agreements. Receive and track purchase orders, subcontracts, and service agreements; confirm receipt, identify missing information, and route documents for the appropriate internal review.
• Verify deal details. Cross-reference customer information, scope, pricing, payment terms, and billing milestones against proposals and CRM records. Work with Inside Sales to resolve discrepancies.
• Support contract reviews. Compare terms with approved templates, document proposed revisions, and assist with limited negotiation within company guidelines and delegated authority. Escalate nonstandard terms and matters requiring legal guidance or additional approval.
• Prepare complete review packages. Gather proposals, scopes of work, exhibits, prior approvals, and relevant customer correspondence for Contracts and Legal. Coordinate Estimating and scope reviews when needed.
• Communicate with customers and internal teams. Request documentation, clarify requirements, discuss approved revisions, and provide status updates while handling sensitive conversations professionally.
• Coordinate billing readiness. Provide Accounting and Billing with complete, validated information, including billing contacts, invoice requirements, tax documents, milestones, and retention or lien requirements when applicable.
• Keep records accurate and organized. Track submissions, revisions, approvals, and outstanding items. Maintain CRM records and contract files, including correspondence, redlines, approvals, and executed agreements.
• Improve day-to-day workflows. Develop repeatable intake templates and checklists, identify opportunities to reduce rework, and provide administrative support that helps Inside Sales stay focused on customers.

Required Qualifications

• 1–2 years of customer service experience, with strong interpersonal, written, and verbal communication skills.
• Practical inside sales experience, including deal processing, proposal support, or handling customer documentation.
• Experience assisting with contract review or redlining, with an understanding of purchase order and service contract processes.
• Ability to recognize and flag common contract terms and potential concerns for Contracts or Legal review.
• Working knowledge of CRM workflows and accurate recordkeeping, with the ability to learn new CRM and document management systems.
• Familiarity with billing setup requirements and the information needed to prepare invoices.
• Comfort using Microsoft Office and electronic documents, including Track Changes or comparable redlining tools.
• Strong attention to detail, organization, and follow-through, with the ability to manage competing priorities and coordinate across teams.
• Sound judgment, discretion with confidential information, and a professional, customer-focused approach to sensitive conversations.

Preferred Qualifications

• Contract experience in biopharma, food and beverage, or manufacturing.
• Prior sales support or contract administration experience.

Travel requirement: Up to 10% travel for trade shows and industry events

Why Join Us

At Astro Pak we’re more than a sales team—we’re trusted partners helping our clients succeed. You’ll be part of a company that values professionalism, teamwork, growth, and innovation. We provide ongoing training, a supportive environment, and the opportunity to make a real impact.

Astro Pak offers a competitive benefits package including:

• Highly employer-subsidized medical, dental, and vision insurance (medical coverage begins the first month following 30 days of employment)
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options
• 401(k) retirement savings plan with competitive employer contributions
• 9 paid company holidays starting immediately upon hire
• Paid time off and family leave benefits

Equal Employment Opportunity & Reasonable Accommodations

Astro Pak is an equal opportunity employer, including individuals with disabilities and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, ancestry, national origin, age, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), sexual orientation, gender, gender identity or expression, marital status, physical or mental disability, medical condition, genetic information, reproductive health decision-making, military status, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

Astro Pak takes affirmative action to employ and advance in employment qualified individuals with disabilities and protected veterans.

Astro Pak provides reasonable accommodations to qualified applicants with disabilities and for other needs protected by applicable law. If you need an accommodation to complete an application or participate in the interview process, please contact [e-mail] . Please do not include medical information in your application. Requesting an accommodation will not negatively affect your consideration for employment.