Sales Operations Coordinator

Ultimate Staffing; Phoenix (AZ); On-site; USD 55,000 - 73,000; Full time

Job summary

Ultimate Staffing in Phoenix, AZ is seeking an Administrative Coordinator to own day-to-day rental program coordination, documentation, and invoicing tasks.

The role involves maintaining rental agreements, insurance certificates, and tracking equipment, while supporting the Contract/Sales Administration team with deadlines and renewals. Candidates should be detail-oriented and capable of handling multiple records with accuracy.

Qualifications

• Attention to detail is essential for accurate rental paperwork and documentation.
• Strong organizational skills help manage multiple contracts, deadlines, and records.
• Clear communication ensures smooth coordination with customers and internal teams.
• Analytical and problem-solving abilities support process improvements in rental and contract ops.

Responsibilities

• Coordinate rental program paperwork and customer documentation.
• Monitor active rentals and follow up on missing information.
• Maintain contract files and track deadlines and renewals.
• Assist Contract/Sales Administration with documentation and data gathering.
• Develop proficiency in QuoteWerks, SAP, Salesforce, and MS Office.
• Identify process improvements for rental, sales, and contract ops.
• Build relationships with coworkers, vendors, and customers.

Skills

Attention to detail

Organizational skills

Communication

Problem-solving

Tools

QuoteWerks

SAP

Salesforce

Microsoft Office

Job description

Own the day-to-day administrative coordination of the rental program, including rental paperwork,

customer documentation, and follow-up.

Maintain rental agreements, certificates of insurance, invoicing documentation, equipment tracking,

and related records.

Monitor active rentals and proactively follow up on missing information, upcoming dates, outstanding

documentation, and other open items.

Assist and provide backup support to the Contract/Sales Administration team, including organizing

and maintaining contract files, gathering required documentation, tracking deadlines and renewals,

and coordinating information needed for contract administration.

As knowledge and proficiency develop, assist with bids, contracts, registrations, insurance

requirements, bonds, and other commercial documentation associated with sales activities

Develop working proficiency in QuoteWerks, SAP, Salesforce, Microsoft Office, and other systems

used by the Sales organization.

Identify opportunities to improve rental, Sales Administration, and Contract Operations processes,

documentation, tracking, and communication, and assist with implementing improvements.

Assist as needed with managing various contracts such as HGAC, Sourcewell, Buy Board, Home

Depot, Lowes, Menards, state APL/QPLs, etc.

Develop and maintain professional working relationships with co-workers, vendors, customers, and

other stakeholders.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.