Sales Operations Administrator

Jobtailor; California (MO); On-site; USD 42,000 - 64,000; Full time

Job summary

Jobtailor is seeking an experienced Sales Support Specialist to manage invoice processing for new, used, and rental equipment, including California-based transactions. You will prepare commission vouchers and ensure timely invoicing while coordinating with Sales and Accounting to track status.

The role requires strong communication, attention to detail, and the ability to work with cross-functional teams to drive accurate records and timely settlements.

Qualifications

• High School Diploma or GED required.
• Minimum of three years in sales support, preferably heavy industrial.
• Must have a valid driver’s license and reliable transportation.
• Drug screen and background check required.
• Overtime may be required.
• Able to attend training and safety meetings.

Responsibilities

• Process customer invoices for new, used, and rental equipment.
• Report all new Caterpillar machine sales via PINS Report.
• Create Sales Rep commission vouchers.
• Ensure timely invoicing for California sales, rentals, and services.
• Collaborate with Sales, Coordinators, Accounting, and EMS to track invoices.
• Initiate and track post-sale claims through recovery of funds.

Skills

Invoice Processing

Sales Support

Communication Skills

Team Collaboration

Attention to Detail

Education

High School Diploma

Tools

PINS Report

Record Maintenance

Job description

• Process customer invoices for new, used, and rental equipment
• Report all new Caterpillar machine sales via PINS Report
• Create Sales Rep commission vouchers
• Ensure timely invoicing for new machine/attachment sales, used machine/attachment sales, monthly rentals (RPOs), and rental services in California
• Collaborate with Sales Management, Coordinators, Representatives, Accounting, and EMS to track invoices
• Initiate and track post-sale claims from Sales Rep iQuote worksheet through full recovery of funds from Caterpillar
• Maintain current knowledge of Caterpillar Merchandising Programs and maximize applicable value-add claim options
• Submit claims on time and maintain the 60 Day Report at a manageable green status
• Ensure machine packet contents are complete and properly ordered before filing to protect against audit violations
• Maintain electronic and hard copy equipment/attachment records
• Keep current on department and company operational and administrative matters
• Improve department processes to reduce wasteful steps
• Perform other administrative and clerical duties as assigned
• Operate a company or personal vehicle as needed
• Attend training classes, department meetings, and safety meetings

Requirements

• High School Diploma or General Education Degree (GED); and a minimum of three years of related experience in sales support, preferably in a heavy industrial environment; or an equivalent combination of education and work experience
• Must possess a valid motor vehicle operator's license
• Access to reliable transportation
• Ability to perform each essential duty satisfactorily, safely and in alignment with Peterson's core values
• Drug screen and background check required
• Ability to work overtime as needed and within labor law guidelines
• Punctual, regular, and predictable attendance
• Ability to attend scheduled training classes, department, and safety meetings
• Excellent communication skills including presentation, persuasion, and negotiation skills
• Ability to communicate effectively and remain calm and courteous under pressure
• Ability to work collaboratively in a team environment
• Ability to respectfully take direction from supervisor/manager

Core Competencies

Demonstrates expertise in processing customer invoices, managing sales support functions, and maintaining accurate records in a heavy industrial environment. Proficient in collaborating with cross-functional teams to ensure timely invoicing and claims management while adhering to operational standards.

Highest-signal resume keywords

• Invoice Processing
• Sales Support Experience
• Claims Management
• Excellent Communication Skills
• Team Collaboration

Hard Skills

• Invoice Processing
• Sales Reporting
• Claims Submission
• Record Maintenance
• Administrative Duties

Soft Skills

• Excellent Communication
• Team Collaboration
• Calm Under Pressure
• Punctuality
• Adaptability

Certifications & Qualifications

• High School Diploma
• Valid Motor Vehicle Operator's License

Industry Keywords

• Caterpillar Merchandising Programs
• Heavy Industrial Environment
• Sales Management
• Rental Services
• Operational Compliance