Sales Administrator

Department: Sales
Reports To: Sales Manager

Position Summary

The Sales Administrator provides critical support to the Sales Department by managing customer information, tracking sales-related activities, maintaining customer portals, coordinating internal communications, and assisting with customer requirements. This position serves as a key liaison between customers, sales personnel, engineering, production, and other internal departments to ensure accurate communication, timely responses, and exceptional customer service.

The ideal candidate is highly organized, analytical, customer-focused, and capable of managing multiple priorities in a fast-paced manufacturing environment.

Essential Duties and Responsibilities

Create, maintain, and analyze spreadsheets and databases used to track:

New business opportunities
Customer and engineering changes
Special customer requirements
Tooling activity
Pricing and cost breakdowns
Sales performance metrics

Assist the Sales Team with preparing customer quotations, pricing analyses, and supporting documentation.
Collaborate with customers and internal departments to understand customer requirements and resolve issues in a timely and professional manner.
Monitor and maintain customer portals, including:

Retrieving releases and forecasts
Downloading customer scorecards
Reviewing customer communications and notifications
Updating required customer information

Register and maintain customer-required software platforms and supplier systems as needed.
Generate reports and provide sales-related data analysis to support strategic decision-making.
Track customer requests, engineering changes, and project milestones to ensure deadlines are met.
Participate in weekly plant walkthroughs with Sales personnel to develop a thorough understanding of manufacturing processes, production capabilities, and customer requirements.
Assist with customer presentations, sales meetings, and business review preparation.
Support new business development activities and customer account management initiatives.
Maintain accurate customer records and documentation.
Travel occasionally to customer locations, trade shows, or industry events as required (less than 10%).
Perform additional duties and projects as assigned.

Qualifications

Required

Minimum 2 years of administrative, customer service, sales support, or manufacturing-related experience preferred.
Advanced proficiency in Microsoft Excel, including:

Pivot Tables
VLOOKUP/XLOOKUP
Complex formulas
Data analysis
Charts and reporting
Macros (preferred)

Strong proficiency with Microsoft Office Suite (Word, Outlook, PowerPoint).
Excellent verbal and written communication skills.
Strong analytical, problem-solving, and decision-making abilities.
Ability to manage multiple priorities and meet deadlines with minimal supervision.
Strong organizational skills and attention to detail.
Ability to work effectively in a team-oriented environment.

Preferred

Manufacturing industry experience.
Experience with ERP/MRP systems.
Experience with customer portals used in automotive or industrial manufacturing.
Ability to read and interpret engineering drawings and blueprints.

Knowledge, Skills, and Abilities

Customer-focused mindset with a commitment to delivering exceptional service.
Strong interpersonal skills and ability to work with diverse personalities.
Self-motivated with a proactive approach to problem-solving.
Excellent time management and prioritization skills.
Ability to analyze data and identify trends, opportunities, and potential issues.
Process-oriented with a continuous improvement mindset.
Willingness to learn manufacturing processes, products, and customer requirements.

Working Conditions

Office environment within a manufacturing facility.
Frequent computer and data-entry work.
Regular interaction with production, engineering, quality, and customer personnel.
Hybrid role after training period

Performance Expectations

Success in this role will be measured by:

Accuracy of customer and sales data.
Timeliness of customer responses and issue resolution.
Quality and reliability of reporting and analysis.
Support provided to sales and customer service initiatives.
Ability to effectively coordinate activities between customers and internal departments.
Continuous improvement of sales support processes and systems.

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