Sales Operations Coordinator

Ultimate Staffing Services; Phoenix (AZ); On-site; USD 42,000 - 64,000; Full time

Job summary

Ultimate Staffing Services is seeking an Administrative Coordinator to manage day-to-day rental program duties in a fast-paced environment. The role involves rental paperwork, customer documentation, and follow-up to ensure data accuracy and timely actions.

The position requires maintaining rental agreements and related records, tracking invoices, and supporting the Contract/Sales Administration team. As you grow, you will assist with bids, registrations, insurance requirements, and other vendor

Qualifications

• Experience coordinating rental programs and related paperwork.
• Ability to manage documentation, deadlines, and renewals.
• Strong attention to accuracy and compliance with records.

Responsibilities

• Own the day-to-day administrative coordination of the rental program and paperwork.
• Maintain rental agreements, insurance certificates, invoicing docs, and tracking.
• Monitor active rentals and follow up on missing information and upcoming dates.
• Assist Contract/Sales Administration with file organization and deadline tracking.
• Help with bids, registrations, and compliance paperwork as knowledge grows.
• Develop proficiency in QuoteWerks, SAP, Salesforce, and MS Office.
• Identify process improvements for rental, sales admin, and contract ops.

Skills

Contract administration

CRM software familiarity

Documentation control

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, outstandingdocumentation, and other open items.
• ? Assist and provide backup support to the Contract/Sales Administration team, including organizingand 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, insurancerequirements, bonds, and other commercial documentation associated with sales activities?
• ? Develop working proficiency in QuoteWerks, SAP, Salesforce, Microsoft Office, and other systemsused 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, HomeDepot, Lowes, Menards, state APL/QPLs, etc.
• ? Develop and maintain professional working relationships with co-workers, vendors, customers, andother 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.