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Sales Support & Administration Coordinator
Haynes Materials | Sales Team | Full-Time
About the Role
Haynes Materials is looking for a dynamic, tech-forward Sales Support & Administration Coordinator to be the organizational backbone of our sales operation. This person doesn't manage the sales team, but makes the sales team better by keeping it organized, on schedule, and following up on every commitment. You'll bring energy and structure to a fast-moving quarry sales environment, using technology to drive visibility into the pipeline, and acting as the connective tissue between Sales and Operations so the yard, dispatch, and production teams always know what's coming. Occasionally, you'll also step in to cover the scale house in a weighmaster capacity.
What You'll Do
- Keep the sales team organized: manage calendars, call/quote follow-up cadences, and CRM/Fastweigh hygiene so nothing falls through the cracks.
- Own the follow-up process — track open quotes, pending orders, and customer commitments, and proactively push reps to close the loop.
- Build and maintain sales pipeline reports and dashboards (Fastweigh, CRM, Excel) that give leadership real-time visibility into bookings, tonnage commitments, and forecast vs. budget.
- Use technology to drive sales performance — automate reminders, reporting, and lead/quote tracking; identify tools that reduce manual work for the sales team.
- Serve as the liaison between Sales and Operations, translating pipeline activity into terms Operations can plan around (tonnage, timing, product mix, hauling needs).
- Coordinate weekly/monthly sales meetings — prepare agendas, pull data, track action items, and follow up on outstanding items from prior meetings.
- Support order entry, quote preparation, and customer account setup/maintenance in Fastweigh.
- Assist with pricing sheet updates, customer correspondence, and general sales administration.
- Provide backup coverage at the scale house (weighmaster duties) as needed, including ticketing, customer check-in, and basic scale operations.
- Flag issues, bottlenecks, or at-risk accounts to sales leadership before they become problems.
What You Bring
- High energy, self-starter mentality — you create order out of moving pieces without needing to be told twice.
- Strong organizational skills and an obsessive eye for follow-through and detail.
- Comfort with technology and data — spreadsheets, CRM/order systems, dashboards; Fastweigh experience a plus.
- Clear, professional communicator who can work confidently with sales reps, drivers, dispatch, and plant/operations staff.
- Ability to prioritize and manage multiple moving workstreams in a fast-paced, deadline-driven environment.
- Prior experience in sales support, sales operations, dispatch, or administrative coordination (construction materials, aggregates, or industrial sales a plus, but not required).
- Willingness to learn weighmaster/scale house procedures and step in for occasional coverage.
- A team-first attitude — you influence and support the sales team's success without having formal authority over it.
What Success Looks Like
- Sales reps spend more time selling and less time chasing paperwork, because you're chasing it for them.
- Nothing sits in the pipeline without a next step and an owner.
- Operations always has an accurate, current picture of what Sales has committed to.
- Leadership can pull an accurate pipeline/forecast snapshot at any time without asking someone to “put something together.”
Reporting & Location
This role reports into Sales leadership and works on-site, with regular interaction with the Operations and quarry teams. Occasional coverage in a weighmaster capacity may require flexibility in schedule and location across facilities.
This position is primarily located in Oxford at Quarry Walk.
Requirements:
- Sales administration experience
- Knowledgeable and comfortable with technology applications
- Microsoft office Suite
- Demonstrate experience in administrative support
Competitive benefits, medical, dental and vision; 401K + match; PTO.
Haynes is proud developer of Quarry Walk!!
Learn more about this Employer on their Career Site
