Vocational Sales Administrator

Interstate Companies, Inc.; Inver Grove Heights (MN); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Competitive compensation

Medical, dental, vision insurance

Flexible Paid Time Off

Paid holidays

401(k) with company match

Career growth and development

Job summary

I-State Truck Center, part of Interstate Companies, is seeking a Vocational Sales Administrator to coordinate the administrative, documentation, inventory, and reporting functions across truck and equipment sales.

The role supports the sales order lifecycle, ensuring accurate processing, timely communication, and strong customer service in a fast-paced environment. Relevant ERP/CRM tooling is preferred.

Qualifications

• Proficiency with MS Office Suite (Excel/Word/Outlook/PowerPoint)
• Strong organizational and multitasking abilities
• Excellent written and verbal communication
• Ability to work independently and as part of a team

Responsibilities

• Coordinate and process all documentation for truck/equipment sales.
• Maintain electronic and physical sales files and update logs.
• Track orders from receipt to delivery using project checklists.
• Monitor delivery schedules and provide status updates to stakeholders.

Skills

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Attention to detail

Time management

Communication skills

Team collaboration

Tools

ERP systems

CRM systems

Dealership management systems

Job description

Vocational Sales Administrator

I-State Truck Center | Inver Grove Heights, MN

Pay Range: $25.00-30.00/hour DOE

About Interstate Companies

Interstate Companies, Inc. is a dynamic organization providing rewarding careers for more than 1,600 employees across five operating divisions: Interstate Assembly Systems, Interstate Bearing Systems, Interstate Industrial Systems, Interstate Power Systems, and I-State Truck Center.

I-State Truck Center has been a trusted leader in the commercial truck industry for over 50 years. As an authorized dealer for Freightliner, Western Star, Detroit Diesel, Cummins, Caterpillar, Eaton, Meritor, and other leading manufacturers, we are committed to delivering exceptional products, service, and support to our customers.

Position Overview

The Vocational Sales Administrator plays a critical role in supporting the Vocational Truck Sales team by coordinating the administrative, documentation, inventory, and reporting functions associated with truck and equipment sales.

This position serves as the central point of coordination throughout the sales order lifecycle, ensuring accurate order processing, timely communication, inventory visibility, and exceptional customer support. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

Sales Order Administration

• Coordinate and process all documentation required to complete truck and equipment sales transactions.
• Establish and maintain electronic and physical sales files.
• Utilize sales logs, project checklists, and business systems to accurately track orders from receipt through delivery.
• Monitor delivery schedules and communicate status updates to internal stakeholders and customers.
• Review priorities and workload regularly with department leadership.

Inventory & Reporting

• Create and maintain inventory tracking reports and pricing reports.
• Prepare weekly inventory, sales activity, and customer status reports.
• Forecast inventory requirements based on outstanding orders and anticipated deliveries.
• Reconcile physical inventory records with electronic systems to ensure accuracy.
• Support monthly inventory counts and vehicle audits.

Warranty & Customer Programs

• Prepare and administer extended warranty proposals for new truck customers.
• Process and register warranty coverage programs as required.
• Coordinate rebate, concession, and incentive documentation to ensure timely processing.

Service & Order Support

• Generate purchase orders for trucks, equipment, and related support services.
• Coordinate service‑related information between customers, vendors, and internal departments.
• Provide supporting documentation and order information to service personnel as needed.
• Assist with troubleshooting order discrepancies and delivery issues.

Financial & Administrative Support

• Manage customer receivables associated with sales transactions.
• Assist with invoice reconciliation and supporting documentation.
• Monitor sales‑related financial records for completeness and accuracy.

General Sales Support

• Assist with special projects and departmental initiatives.
• Support customer events, sales meetings, and marketing presentations.
• Cross‑train with other sales administrative team members to ensure business continuity.
• Provide additional administrative support as assigned.

Qualifications

Required

• Previous experience in a Sales Administrator, Sales Coordinator, Administrative Coordinator, or similar support role.
• Strong proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Experience managing multiple priorities while maintaining exceptional attention to detail.
• Excellent organizational, written, and verbal communication skills.
• Ability to work independently and collaboratively within a team environment.

Preferred

• Experience working in truck, equipment, automotive, construction, agricultural, or heavy‑duty industries.
• Knowledge of sales order processing, inventory management, or dealership operations.
• Understanding of accounting principles, receivables, and sales documentation.
• Experience utilizing ERP, CRM, or dealership management systems.

What Makes You Successful

• Strong customer‑service mindset.
• Highly organized and detail‑oriented.
• Ability to prioritize competing deadlines.
• Proactive problem solver who takes ownership of responsibilities.
• Comfortable working in a fast‑paced sales environment.
• Positive attitude and willingness to support team objectives.

Benefits

• Competitive compensation
• Comprehensive medical, dental, and vision insurance
• Flexible Paid Time Off (PTO)
• Paid holidays
• 401(k) with company match
• Career growth and development opportunities
• Industry‑leading training and support

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Interstate Companies is an Equal Opportunity, and we encourage all qualified and interested people.